May 17, 2017

Call to Order: Executive Management Committee

Roll Call of Members:

Madeline Williams, President

Amanda Drake, Vice President/Chair

Sarah Cotrupi, Operations and Security Manager

Sherry Polley, Office Manager

Mike King, Pub Supervisor

Guest: Rob Monico

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline Motioned to Approve, Sarah Seconds- All in Favour to Approve

Approval of Previous Minutes: Madeline Motions to Approve, Amanda Seconds-All in Favour

New Business:

Round table Discussion

Round Table: Discussing Current Projects

Madeline: Working on the Fitness Facility, spoke with the Lawyer this morning. There was a criteria that had to be met before signing a contract including safety and accessibility. Madeline needs to send documents to the Lawyer to complete the contract then Management will review. Once the contract is approved it can be sent to the Fitness Facility. Madeline is projecting that the contract will be signed by mid-June.

Mike: ping pong table will be here this week

Sherry: Restructured the budget which is now at 0. All the changes requested by Madeline and Amanda were completed.

Sarah: HR Course, previous weeks projects will be discussed during the meeting. Worked on contacting companies for swag, updated a few documents

RCA to Audio Jack

Mike has been working on finding a way to get audio to the projector aside from the satellite connection. He brought in his own personal RCA to Audio jack but it didn’t work, he believes it could be because the cord itself isn’t working anymore, or there may be an issue with the laptop outlet. Mike contacted Marie Van Halteren who will have her brother come in to check out our system. He knows people in the college so there is a chance we won’t be charged for the service, he just needs to be able to find the time to come by.  Sarah mentioned that the laptop audio can be hooked up to another set of speakers we have on stage as another option if we cannot directly tap into the sound system.

Sarah Motions to Approve $20 for a high quality RCA to Audio jack. Madeline seconds. All in favour to purchase an RCA to Audio Jack to a maximum of $20.

Banners:

Sarah is looking for input on designs and thinks that simple black banners with white writing would complement the black accents in the Auk’s Lodge. Amanda suggested that dark brown would look nice, Madeline agrees. Mike likes the idea of black and white. Sherry suggested Fleming Colours because the green looks good with the wood and see if it can be made double sided. Sarah wanted to make sure everyone approved and agreed on the design before ordering the banner.

No vote required.

Throws:

Sarah presented table runners with two different designs displaying our logo and what information will be provided at that table. Amanda likes the look of the small logo on front with the information and our logo on top.

No vote required.

Thermal Gravity Pot:

Sarah proposed purchasing a new thermal coffee pot to replace the existing one. The current one leaks and the seals are going on it. Sarah found one at National Grocers for $129.99.

Madeline motioned to approve a budget of $150.00 for a Thermal Gravity Pot, Amanda seconds. All in favour of approving a budget of $150.00 for a new Thermal Gravity Pot.

Curtains:

Sarah would like to purchase curtains for the overhead doors in the Auk’s Lodge so that the Kawartha Grill is hidden during events and to also act as a backdrop for photo booths. To purchase an inside mount curtain kit can cost upwards of $80.00 each set not including the curtains. Sarah was able to find a cheaper option by purchasing the brackets, curtains and curtain rods separately.  Madeline would like to make sure Facilities is ok with the FSA putting in the brackets. Sherry suggested spring rods, Sarah said that they used the spring rods last year for convocation but they didn’t work and just kept falling down with the weight of the curtains. All in total including the curtains would cost approximately $150.00.

Amanda motions to approve a budget of $175.00 pending the approval of facilities. Madeline seconds. All in favour to approve a budget of $175.00 for curtains and hardware for the overhead doors in the Auk’s Lodge.

Bike Stand and Financing Break Down: Revisit

Students for Sustainability (SFS) can put in $1500.00 for the bike stand leaving only $250.00 which Tanya was going to pay for out of her own pocket. Sarah suggests giving them the $250 because we are getting our logo put on it also. Madeline was thinking of proposing $300 because SFS is using the last of their budget to purchase the bike station. Previously we approved putting $500.00 towards it, but at the time we didn’t know how much money SFS required us to donate.

Amanda motions to approve providing Sustainability with $500.00 for the bike stand, Sarah seconds.

All in favour to donate $500.00 to SFS for the Bike Stand.

FSA Apparel: Revisit

Madeline is waiting on quotes which will hopefully be provided by the end of the week. Once she knows what the best deal is, then we can move forward. They are going to purchase Madeline and Amanda’s sweaters and jackets first since they will be here for welcome days and then purchase for the rest of the FSA as well as managers at a later time.

No vote required.

Meeting adjourned at 2:05pm

May 9, 2017

Call to Order: Executive Management Committee

Roll Call of Members:

Madeline Williams, President

Amanda Drake, Vice President/Chair

Sarah Cotrupi, Operations and Security Manager

Sherry Polley, Office Manager

Mike King, Pub Supervisor

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline Motioned to Approve, Sarah Seconds- All in Favour to Approve

Approval of Previous Minutes: Madeline Motions to Approve, Amanda Seconds-All in Favour

New Business:

Sustainability Bike Shop, Coffee Club and Fitness Facility

Pull-Ups/ Marketing:

Madeline designed a pull-up that is simple and features the FSA logo and where to find us on social media. It does not provide a lot of information which encourages students to approach the Directors, which is what the FSA wants. A rough-draft brochure was provided by Amanda that featured the same background as the Pull-Up for continuity which can be purchased for $149.99 for 500 units. The brochures will contain information about FSA Directors, Managers and FSA Services. Madeline presented business cards that also featured the same theme which are currently on sale through ‘Vista Print’. All 10 members of the FSA can obtain 100 custom cards each for $99.80 plus applicable taxes/shipping. Madeline presented a rough draft of table top ‘tents’ that features the FSA logo and Social Media outlets which can be purchased for $56.99 for 50 units.

Sherry is concerned that the background is too dark and doesn’t show the logo. Madeline wants it to appear as if the logo is ‘burnt’ into the wood and wants the wording of ‘Frost Student Association’ to be what stands out. Suggestions were made to have the colour of the logo changed or make the background lighter. Sarah mention that in the past, when inverting the colour of the logo to white doesn’t look nice because of the shading in the Auk.

Madeline would like to purchase a banner for the display cabinet that will cost $7.99. The one presented was plain white with the FSA logo, Sarah suggests that the banner be the same background at the Pull-Ups, cards and brochure to match. 

Madeline is looking into hats for the Directors that has their title on it to better identify themselves to  students. They can be purchased for $66.08 for 10 hats that are embroidered. Hats will help for outdoor events and provide safety for the Directors. Madeline would also like to look into T-Shirts, Sweaters, and vests and compare costs. 

To purchase all the items in the Marketing Proposal will cost approximately $400-$500.

Madeline and Amanda will do comparison shopping on Thursday and present all findings next week.

Sherry will look into how much money is in the Marketing Budget. Madeline would like to start with a $500.00 budget.

Mike motions to approve, Sarah Seconds- All in favour vote to approve $500 Marketing Budget

Summer Orientation:

BBQ will begin at 11 and go until 2pm. Aramark will be setting up in the courtyard. Madeline would like to stamp hands and hand out ballots before they get their food. Trivia will begin at 12pm which will be hosted by Madeline and Amanda. Monique and Matt have offered to help out. Volleyball will go from 4pm-6pm. After volleyball everyone will return to the Auk’s Lodge for the Jays Game and will do the draw for the Jays Tickets. Sherry suggested that the draw be at the 7th inning stretch which usually happens around 9pm. This will encourage more people to stay. Sarah suggested that the draw happen before the game starts so that student who have early classes will not be forced to stay late to potentially win. All agreed that students must be present to win the tickets. Pool tables will be open and snacks provided.

Mike motions for the draw to take place during the 7th inning stretch, Madeline Seconds. 4-1 vote in favour of the draw being held in the 7th inning stretch.

Sarah will make ballots for the Jays Game

Recording Meeting Minutes:

Madeline and Amanda are proposing that we discontinue recording meetings to reduce the potential of recordings being leaked to the students. Amanda stated that they found out that meetings do not need to be recorded and if there is a Scribe, then there shouldn’t be a need to also record. Madeline stated that if the recordings were to get out it could be a liability to the FSA and damaging. Amanda stated that one of the suggestions that had been made prior to the meeting (by Sarah) is that if there is a concern of the recording being leaked, that they be saved for the purposes of completing accurate meeting minutes, then a member of the FSA deletes the recording afterwards. Sherry mentioned that past Boards tried to eliminate the standard of recording meetings, but she thinks that the lawyer said we had to record. Madeline and Amanda will confirm with the lawyer. Sarah stated that as a voting member it is easier to record the meetings so that participation in discussions can be the priority. Sarah also mentioned that by recording the meetings, it gives the Chair more incentive to keep control of the Board by reducing inappropriate or irrelevant conversation.  Sarah mentions that meeting minutes can be altered and having voice recordings eliminates any doubt that the minutes were altered. Sherry believes that is why it might be a requirement to record meetings because there was suspicion of a previous scribe leaving out information from the minutes. Sarah proposed that in the future, if the Board decides to hire a Scribe, a policy should be designed allowing the Scribe to sign out the recorder, and can only use an FSA computer to complete minutes so that the device never leaves the offices. 

Sustainability:

Tanya from Students for Sustainability approached Madeline to see if the FSA would like to contribute funds to purchase a bike repair station. The cost is approximately $1600 and Madeline believes that their department will be covering most of it. Madeline would like to donate funds on the agreement that the FSA logo will be visible on it. Madeline would like to see what is available for us to donate and proposed the idea of a bake sale to raise money. The repair station will be put in this summer and will be located near the Auk’s Lodge. Tanya never mentioned how much of a donation she was looking for so Madeline will get that information for the next meeting. Mike proposed a ride to raise funds like the 5K Run.

We will revisit.

Coffee Club/Display:

Tim Hortons is giving out 1000 reusable mugs, SFS is also handing out mugs so we will no longer order mugs in partnership with the Coffee Club Membership. We may still look into getting FSA specific mugs, but not in the quantity we were initially looking at. Sarah mentioned that a display case for all FSA swag that we are looking to sell might be beneficial since there is no place behind the bar to display these items. Madeline will ask her dad if he has a trophy case he can donate to us. Mike will do some research to see if he can find affordable options.

We will revisit.

Fitness Facility:

The new facility meets safety requirements, it is wheelchair accessible, and they have numerous change rooms and washrooms to accommodate our numbers. Madeline might like to add to the contract that they fix up the wheel chair access a bit. Madeline will draw up the contract in partnership with our Lawyer and will hopefully have the new agreement signed by June.

We will revisit.

Ping Pong Table:

Mike will reach out to friends with trucks to get the Ping Pong table to the Auk’s Lodge as it will not fit in his Van. If no other options are available, Mike can rent a U-Haul van to transport the Ping Pong Table.

Madeline motions to approve renting a U-Haul truck if necessary. Sherry seconds. All in favour of renting a U-Haul truck.

Meeting adjourned at 2:47

May 3, 2017

Roll Call of Members:

Madeline Williams, President

Amanda Drake, Vice President/Chair

Sarah Cotrupi, Operations and Security Manager

Sherry Polley, Office Manager

Mike King, Pub Supervisor

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline Motioned to Approve, Sarah Seconds- All in Favour to Approve

Approval of Previous Minutes: N/A

New Business:

Ping Pong Table, Summer Orientation, Table Throws, Coffee Mugs

Introduction to the Board:

All members of the Executive Management Committee have voting power. In these meetings we will be planning summer events and initiatives as well as planning September Orientation with input from the Board of Directors. We will be looking into marketing and presentation for FSA events.  For the purpose of the Executive Management Committee, for quorum to be reached there must be a minimum of 4 votes to pass.

Women in Leadership Conference:

Madeline, Amanda and 1 student at large have been invited to attend the Women in Leadership Conference at Trent University. The main focus of this event is team building, empowerment, inclusiveness, accessibility and networking opportunities, amongst other activities and programs.

The event is 2 days for $100.00 per person and the FSA is sponsoring the Student. The fee includes food and lodging. Kristi Kerford has sent an all student email/questionnaire to find a candidate for the opportunity.

Sarah motioned to approve, Mike seconds- All in favour vote for the FSA to pay the $300 for the conference.

Pull-Ups-Display

The college and most other organizations have pull-up displays that represent their business and identify who they are and what services they provide. Madeline has prepared a list of prices and size charts from a variety of companies ranging from $130-$400. Madeline is proposing the purchase of 2 pull-ups so for such event where FSA representatives are both in the Auk’s Lodge and the Discovery Trail. Madeline would like to customize the pull-ups to display the FSA logo as well as the services we provide and social media outlets. Madeline will work with pictures and layout design for the Pull-Ups. These pieces are investments that will last a long time with proper care and will create a more professional image for the FSA. The pull-up presented were only 31”, the FSA would like larger scale displays. Sherry will look to see how much money is in the Marketing budget, Madeline will work on designing the display and look for more affordable options and quotes. Madeline already has been working on designs and layout. She would like to keep it environment themed and is considering taking pictures herself of students in their program specific gear to include on the display.

We will revisit next week.

Coffee Mugs:

Madeline would to purchase coffee mugs with the FSA logo to sell individually or inclusive with the Coffee Club Membership. Madeline would like to purchase 500 mugs to take advantage of the discount, Sherry will look into how many people joined the Coffee Club last year as it may not be practical to purchase that many. In order to boost sales we will create a display in the FSA cabinet in the hallway. Preference for the style is plastic that is BPA free with a handle so that people can reheat their beverages. Madeline will look for products that meet those standards and obtain a price list with the logo.

We will revisit next week.

Table Throws:

Madeline would like to purchase 3 (three) table throws that say ‘FSA’ or ‘Frost Student Association’. We need to get a measurement of the folding tables we use to make sure we order the proper size. The price list provided was not the cheapest option available so Madeline will research other companies and customize the colours and logos.

We will revisit next week.

Swag Bags:

We already have an overstock of razors, glasses, and feminine products from previous years. Amanda will be doing an inventory of all the items we have in stock. Madeline wanted to put in USB sticks last year and will look into that again for this year. Madeline uses 4imprint and Discount Mugs to research swag options but also looks around at other websites for the best prices. Amanda proposed socks with the FSA logo. Mike referred a company called PRISM that does embroidering locally and they are willing to work with the FSA. Other options for swag bags are items like note books, granola bars, toiletries geared to males, Kleenex and toilet paper, someone will talk with local dentists and other businesses to see if they can donate goods with their logos on it, gum, snacks, agendas that are Frost specific (these were discontinued due to cost, we will look into the option of selling) Uncle Bens Rice, Tattoo coupons. Sherry will find the name of the company where the agendas were done in previous years and provide contacts to Madeline. Little Caesars, Bulk Barn and 2for1 pizza all provide student discounts, someone will contact to see if they have items to add to the swag bags.  

Blue Jays Tickets:

Sarah would like to purchase 2 tickets to a Blue Jays Game as a Summer Orientation give away. For every event attended that day, the participant will be given a ballot for the draw. Sarah would like a $50.00 budget for the tickets. Amanda does not think that $50.00 is enough for tickets. Madeline Motions to Approve a $75.00 budget for tickets. Amanda seconds- all in favour to approve $75.00 before taxes budget for Blue Jays Tickets. Sarah will purchase the tickets with her credit card.

Office and Auk’s Summer Hours:

Sherry will be working Monday to Thursday 9am-5pm with exception of the Friday before holidays for Payroll purposes.

Sarah will be working Tuesday to Friday 10 hour shifts from8am-6pm

Mike will be working Tuesday to Friday 10 hours shifts that will revolve around  the Jays game times

The Auk’s Lodge will be opening at 11am, closing at 8pm on regular nights and approximately 10pm on nights when we are broadcasting the Blue Jays games.

Madeline and Amanda will be working 9am-4pm Monday to Friday.

Madeline will confirm class times with Stacey Roth.

Amanda motions to approve Auk summer hours, Madeline seconds- All in favour to approve Auk’s Lodge Summer hours.

Marketing: Table Runners

Sarah was approved a budget of $500.00 on April 19/2017 and is looking for input on what will be embroidered on the runners. Ideas include Clubs, Program President, Health Plan, Food Bank and Good Food Box for a total of 4 (four) throws.

Enviro-thon:

Allison Hands contact Sarah to book the Auk’s Lodge on May 29th and 30th form 7:30pm-10pm. This event is for minors and all that is required from staff is a playlist and the dance floor set up. More information from Allision needs to be obtained since she initially said she wanted both nights exclusively, but now it might only be one. Sarah was initially only going to charge them $100 for the night, but in past years they were charged upwards of $650. Sarah doesn’t believe that to be reasonable since minimal services are required and proposed $300 for both nights, and $150-$200 for 1 night plus a damage deposit.

Madeline motions to approve $200 for 1 night, and $300 for 2 nights. Amanda seconds – All in favour of approving that booking fee.

Art Wall:

Mike was assigned the task of getting the Student Art Wall set up. Approval for the supplies was Board approved on March 09/2017 with the Board voting on purchasing plastic hangers. It was requested that Mike try for a bulk deal.  Madeline wants Mike to get it set up soon. Mike will work on it tomorrow ( May 04/2017)

Ping Pong Table:

Mike was approved for a budget of $100.00 for a Ping Pong Table on March 23rd, he told the FSA he would purchase and pick up. Sherry currently does not have a float to be able to provide Mike with $100.00 and once she can provide the money, Mike will pick up. Amanda would like a post for game etiquette.

Summer Orientation:

Plans for summer orientation include a BBQ, trivia and beach volleyball. Madeline confirmed there is enough money in the Transition Budget. Food still needs to be arranged. Sherry wants Madeline and Amanda to make sure that Heavy Equipment is included since they make up a large portion of our enrollment. Madeline wants to meet with Rob to get posters put up at Residence and get Rez Life leaders on board. Lunch will start at 11:30am and trivia will begin at 12pm. The BBQ and trivia will go until 1pm. Beach volleyball will go from 4pm-7pm near residence so that people can come by and participate after class. Madeline and Amanda will promote watching the Blue Jays Game in the Auk’s Lodge afterwards where the draw for the tickets will be held. Madeline and Amanda are going to go from class to class and through the halls on Tuesday May 9th to promote Summer Orientation and the Jays Game specials in the Auk’s Lodge. 

Regular meetings will occur every Wednesday at 1pm with the exception of next week which will be on Tuesday due to Orientation.

Sherry requested a price break down of all the items approved for purchase

Meeting adjourned at 12:17pm

September 20, 2016

Date:
September 20, 2016

Location: 
FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Rachel Bourne, Maddy Williams, Tim Marostega, Nick Gyemi, Matt Kinslow, Lindsay Jackson.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda dated Sept 20, 2016; all board members are in favour. 

Agenda Topic: Projector

Looks like school will order and install a new projector

Motion to approve a new projector: passed all in favor

Agenda Topic: Grille, Sarah Gilkes

Sarah will be leaving around March

We need to know if we are running grille, are we hiring a bar manager, or restaurant manager?

Sarah C will take over some responsibilities

FSA could take over Kawartha Grille, hire new staff

Motion to approve FSA taking over Kawartha Grille: passed all in favor

Agenda Topic: Dishwasher

Motion to approve 36 month lease: passed all in favor

Agenda Topic: Moveable feast

FSA does not need to attend, they are looking for volunteers

Feast will raise money for a specific program, this year aquaculture

Agenda Topic: Mental Health, Oct 4

Fsa should attend, some members are preoccupied

Agenda Topic: Events

Forward info to Maddy, FSA should have up to date calendar

Applefest: looking for volunteers, volunteers get food

Email with info will be sent out

Agenda Topic: annual planning cycle

Rachel will do August and September reports

Board meetings: FSA should send 1 member

Bylaw committee, Maddy will talk to Josh, possibly recruit a student

Maddy will use a student at large to go through the FSA bylaws, potentially make changes

FSA will look for students to volunteer for the 5k run

Agenda Topic: FSA retreat

Maddy will check and see if her cottage is available

Looking at Nov 11 weeken

September 16, 2016

Date:
September 16, 2016

Location: 
FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Rachel Bourne, Maddy Williams, Tim Marostega, Nick Gyemi, Matt Kinslow, Lindsay Jackson, Josh McKay.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda dated Sept 16, 2016; all board members are in favour. 

Agenda Topic: future meetings

Members will have to coordinate schedules for future meeting times

Phone call with Tim failed, bad reception

Agenda Topic: Orientation

2015 had high bar sales. Encourage underage students to buy $1 pop

Looking at 2 week or 1 week event

Agenda Topic: Approval of agenda

Approval of last meeting minutes: passed all in favor

Sherry: Food bank going well overall, word of mouth

No pencil on time sheets, official documents

Submit time sheets to Sherry, can get fined if it goes in late

Expenses can be submitted monthly, confirm with Sherry

Answer to emails whenever possible, especially to students

discuss budget and approvals

Discuss IT issues, go to Sherry

Maddy will donate printer, possibly buy one if needed

Sherry exiting meeting

Agenda Topic: Bar

Possibly have student supervisors around bar area, or security camera

Sarah C will ask about cameras and footage

Possibly use sign up boards in bar area

Hiring for chair/scribe position will be re-examined

Agenda Topic: Logger sports diner

FSA will not pay for logger sports expenses

Motion to decline paying for logger sports diner: passed all in favor

Agenda Topic: Spotted account

FSA will not use or pay for Spotted at Fleming account

Shuttle bus schedule has an issue with the school’s schedule

Shuttle bus issues will be revisited

Agenda Topic: drum kit

Drum kit is worth about $100, we will offer as a gift to Halliburton campus

Revisit if they don’t want it

Agenda Topic: FSA retreat

Will be working, and staying after

Needs to be revisite

September 2, 2016

Date:
September 2, 2016

Location: 
FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Rachel Bourne, Maddy Williams, Tim Marostega, Nick Gyemi, Matt Kinslow, Lindsay Jackson, Josh McKay.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda dated Sept 2, 2016; all board members are in favour.  

Agenda Topic: Orientation

Put finishing touches on orientation packages, Saturday Sep 3

Frost friend finder: going on stage optional

FSA should make sure everyone gets at least 1 card

Sarah Gilkes is organizing, confirm changes with her after meeting

FSA members except Lindsay will participate in friend finder

Agenda Topic: Laptop budget

Current laptop is dying, slow connection

Current laptop could be sold, approx. $50

$400 budget for laptop: approved all in favor

Agenda Topic: SD card for camera

Camera won’t take pictures currently, requires SD card

$15 budget, potentially more money for new SD card: approved all in favor

Agenda Topic: Dishwasher

Sarah has been researching options

Dishwasher is cheaper than the glass washer

Sarah found specs from last year

We have to do a referendum on food service

We have to examine other budget items before making a decision

Dishwasher 60 month lease pricing: $114.74 per month

Dishwasher debate must be revisited

April 6th, 2016

FSA Board of Directors

Meeting Minutes

Date:

April 6th , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sean Kerr, Tabitha Henry.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda dated April 6th 2016 through email; all board members are in favour.  

Approval of Previous Minutes: Approval of minutes dated March 30th, 2016 Sean motions to approve Lee seconds and all are in favour via email vote.

Announcements: N/A

New Business:

Kevin Jackson Elections: Kevin, through his experience, has made suggestions to improve the efficiency of the election campaign and process. We want to make some changes that will help make moving forward easier. There are multiple physical documents in different locations. It is suggested that we put together a master copy. This will ensure the participants are fully aware of the election rules and will have one official document to refer to rather than multiple in multiple different places. Another suggestion is that we set a drop date for the campaigning that is more reasonable and timely. Role descriptions are slightly outdated and it may be in our best interest to review and make amendments. A new idea could be to eliminate the names of specific roles and have tasks distributed rather than assigned. Refer to the review and suggestion sheet Kevin Jackson has provided for further information.

Kristi Year in Review: Kristi wants to thank our current board and welcome next years. This is her first full cycle in this role and has provided positive feedback to our members. She has mapped out month to month what she does and at what time to ensure everything is covered and we are well informed. She has provided a Student Government (SG) Liaison Overview package that outlines the roles of the position. We are looking into hiring a new representative for this role and Rob Marsh is our first choice. He is heavily involved in student life and shows interest in closing the gap between residence and FSA. She has also provided a Student Government Orientation Package that will be helpful in terms of transition from current board to next board. Refer to the documents provided for reference and Kristi will follow up and please let her know if we have any questions because she is here to support in any way she can.  

Ken Reid Park: Want more information that has not been provided. They are asking for a portion to support the students that attend. We would like to know how/ if the FSA is involved before giving said amount.

Vote: All board members are in favour of making no payments at this point in time.

Food Bank: Sean will forward email to everyone to ensure everyone is aware of the foodbank event and will attend if they can.

Positional Emails: Lindsay is absent, revisit.

5K: At this point there are only 3-5 people signed up for the run. Suggested that it is held in the fall for future. Due to lack of interest and possible inclement weather the new deadline to register is for Thursday at 1 and if not enough people have registered the event will be cancelled.    

March 30th, 2016

FSA Board of Directors

Meeting Minutes

Date:

March 30th , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sean Kerr, Tabitha Henry.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Meaghan, Sean seconds and all are in favour dated March 30th, 2016.

Approval of Previous Minutes: Approval of minutes dated March 30th, 2016 Sean motions to approve Tim seconds and all are in favour.     

Announcements: N/A

Old Business:

Kevin Jackson: Revisit.

Summer Hours: There is no perfect scenario; operating hours can be modified for different benefits. Hours can be amended to accommodate the needs of students. We want to look at the numbers from last year and projected numbers for this year to see the difference in income. Staff is willing to accommodate and be open with one employee which is significantly different and will save most losses. We must be aware that there are many things subject to change. Employees may search for further employment and contracts have not yet been signed.  

Vote: All of board members are in favour of the Auks lodge being open and everyone is in agreement. The cost at which is to be determined.

All in favour of asking Sarah G. to change employment contract and modify hours for Sarah K. Approval is subject to signing new contract that the board agrees upon.

New Business:

Raise: An employee has asked for an almost 18% pay increase. It is tough to look at these numbers in comparison to the existing numbers. The FSA is not in a point that they can make significant financial changes. We have to look at numbers and justify them. Right now we are not in the position to do that and we can potentially look at it and revisit the following semester.

Vote: All in favour for no change in pay from this request at this point in time. Lee motions, Sean seconds and all are in favour.

5K: We have mapped out a route and have a good supply of what is needed. April 9th is the official date. Certificates and snacks may need funding. Volunteers needed, Tim will approach Rob from residence and will follow up Wednesday with more detail.

Keep Calm and Study: Does not need money for a massage but has asked to provide popcorn instead. All in favour of giving 30 dollars towards popcorn send Sherry and email as a heads up.

Vote: All in favour of giving 30 dollars towards popcorn, all in favour and approved.

PASTA Day: Refer to email and whoever is available will show up with Sherry. Give out buffs and swag donations to wear for the day. Give buffs out to people who are volunteering for free.

Positional Emails: Idea running around to make separate emails for each board member so transitions are simple and accounts will be handed off and so on. Lindsay will take this on.

OPEN HOUSE: Whoever is available will attend.

 FSA Retreat with Current and Next Board: Meet as a team somewhere and see for response for the most that can attend.

March 23rd, 2016

FSA Board of Directors

Meeting Minutes

Date:

March 23rd , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sean Kerr, Maddy Williams, Lindsay Jackson, Rachel Bourne, Matt Kinslow, Nick.   

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Lee, Tarissa seconds and all are in favour dated March  23rd , 2016.

Approval of Previous Minutes: Approval of minutes dated February 18th, 2016 Sean motions to approve Lee seconds and all are in favour. Approval of minutes dated March 16th, 2016 motion to approve by Sean and all are in favour.    

Announcements: N/A

Old Business:

Terrarium: Gone. Tarissa will check in a few weeks and see what it is being used for, hatcheries have taken it happily. Follow up for sustainability report.

5K: Tabitha estimates the total cost could reach 5 thousand in expenses. Food, t-shirts, ‘thank you’, metals, water stations, most things we already have and can eliminate most expenses with volunteers. Closing road and getting approvals may come into place. Dates 9th of April or 16th. Conflicts with dates and ring ceremony. Get posters when date is established, Tim and Tabitha will collaborate.  

Summer Auk Lodge: Lee informs new board on situation. At this point it is at a loss. The clock is ticking and they want to know what is going on and if it means being laid off or amended hours. Sean and Lee are going to sit down with the staff to find out issues and concerns. Need their opinion within the next week so that everyone has the most amount of notice as possible. Additional staff in the summer was good and utilized however there is potential for it to be done without. An issue that we have to address will affect staff and around 300 students for the summer.

Shuttle Bus Service: Revisit.  

New Business:

Ken Reid: The idea is to pay a bulk sum of 1000 dollars to cover parking passes for Fleming College to use parking without pay for the full school year. Unsure if we like the idea that students are paying and others get the benefits however it could be an FSA initiative to support the student. The idea is in place and we will revisit.

Pasta Day March 31st: Looking for volunteers and festive initiatives. Money raised goes towards food bank and will advertise and promote how we can give back to Kawartha Lakes since they provide food for food bank.

March 16th, 2016

FSA Board of Directors

Meeting Minutes

Date:

March 16th , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sean Kerr, Kevin Jackson, Maddy Williams, Lindsay Jackson, Rachel Bourne, Matt Kinslow, Josh McKay  

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Sean, Tarissa seconds and all are in favour dated March 16th, 2016.

Approval of Previous Minutes: Approval of minutes dated March 10th, 2016 Tim motions to approve Tarissa seconds and all are in favour.   

Announcements: N/A

Old Business:

Security Contract: Sean and Lee want to determine what in fact it serves before moving forward. Involving lawyers and second parties is unnecessary and can be simplified. The exact purpose of the contract is to change from NET30 to NET15, which can be done so without many steps.

Terrarium: Tarissa will follow up this week and we will revisit next.

Rec Plex: Next year’s board is informed of the current contract and ongoing decision process for the recreational complex and facility agreement with the college.  

5K: Revisit.

Purchase of ATM: Concluded, to be revisited by next year’s board if interested.

New Business:

Voting Results: 256 responses online, deductions for not identifying as a current student bring that number to 239. Votes are calculated and Rachel Bourne is president and Matt Kinslow is the director of finance. No appeals in 48hrs therefore these are the finalized votes. Other directors were acclaimed. We want to send an official thank you and conclusion to those who supported and helped in the election process. What is left in the budget can be used towards gratitude. Post-election report will be sent out soon. Lee motions to approve that some of what is left in the budget in reason can be used towards saying thank you to our supporters. 

Additional Notes:

Sherry has been diagnosed with carpel tunnel so we are responsible for assisting her in purchasing a new keyboard for her desk. Sean motions 100 dollars to approve for a new keyboard, Lee seconds and all are in favour.

Meeting Times: Tentatively kept for Wednesday 6PM.

Student Services: Pasta Day, want us to be present and help out from 12-1 on the 31st of March to promote and give back to student services.  

Closed 6:36

March 10th, 2016

FSA Board of Directors

Meeting Minutes

Date:

March 10th, 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sean Kerr, Tabitha Henry   Absent: Lee Scholl, Jessica Carthy

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Tarissa, Tim seconds and all are in favour.

Approval of Previous Minutes: Amendments are in progress and approval will be revisited for February 18th, 2016 minutes. February 24th, 2016 Tarissa motions to approve meeting minutes, Sean seconds and all are in favour.   

Announcements: N/A

Old Business:

Security Contract: Revisit next week.

Terrarium: The CAWT and the Turtle Trauma Centre cannot accept or make use of the tank. Tarissa will continue to ask the fish hatchery and return with answers.

Accountability Session: Revisit next week.

REC PLEX: Tabitha and Sean have been into the complex and are up to speed with the agreement. Sean has created a survey and has successfully implemented it and incorporated frequent questions. Sean will send the survey questions to Tarissa and she will follow up with the student survey next week with the help of Tabitha. Sean would like to form a committee involving members of the next year’s board, liaison, and other representatives that will meet with the city. The final agreement must be in place by August 2016.

St. Patrick’s Day: Prizes, trivia and open microphone in the Auks Lodge. Tarissa motions to approve 70 dollars towards the event, Sean seconds and all are in favour.

New Business:

Frost 5K: Tabitha will schedule a date and a better idea of what funding we may or may not need. Revisit next week with further information.

Planning Cycle: Look at policy and amend so the next board can follow. It is suggested that we add or take away with an explanation for Policy 1.

Frost Mental Health: An initiative for the event is to have massages and it is requested that we contribute 200 dollars towards supporting the ‘keep calm and study on’ program. At this time no approval is motioned.

Positive Space: Training session for gay straight alliance initiatives. Since we have a month of shadowing it is suggested we make this a requirement for the current board and next year’s board to attend.

Meeting Times: Tentatively changed to Tuesday 6pm.

February 24th, 2016

FSA Board of Directors

Meeting Minutes

Date:

February 24th, 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Sherry Polley, Sean Kerr, Karen Smith   

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Meaghan, Tim seconds and all are in favour for approval of agenda dated February 24th, 2016.

Approval of Previous Minutes: Amendments are currently being made and minutes will be approved at a later date.    

Announcements: N/A

Old Business:

Ancillary Fees: It is proposed that the FSA raise the student activity fee to 19.9% to accommodate for bar staff wages and upgrades towards the Student Centre. The alcohol policy states there must be supervisors and security on the floor at events related to alcohol consumption in order for the events to be approved. This percentage will primarily cover wages and if this proposal is taken to the board of directors it must be proven that the money has a purpose and is broken down accordingly. Lee proposes that we specifically put 5% of that towards upgrades directly for the Student Centre. The amounts raised for this school period are applied into the following years unless voted upon by the current board. Tentatively, the board motions to raise the ancillary fee by 19.9% with 5% in respect to the Student Centre. Lee will clarify with Kristi for her opinion knowing that she has experience in making changes. The board is currently not fully confident in their decision at this time and a document will be finalized and signed at a later date.

Motion: To accept the college levy fee, Meaghan puts forward the motion, Lee seconds and all board members are in favour to approve.

Audio minutes are available for reference to further discussion and policies can be accessed upon request.

Security Contract: Suggested changes from the lawyer have been given to the security company that we currently have. If the company approves changes they will finalize it and send it back. A contract will prove the security company responsible for their actions and behaviours. The security company is requesting to be paid NET15 rather than NET30 and will talk to Sarah.

Terrarium: Waiting for response and will revisit.

Liaison Role: The role is written in a certain Derek has a boss. If there is a recommendation for the change essentially it must be reviewed and determined on how to move forward. Next year we suggest that they ensure they are receiving their time from the liaison and the role is fulfilled. Inform the board of their disposal.

New Business:

Accountability Sessions: Paying Lee while he was unavailable during the week ending February 20th, 2016 and documented out of office on his timesheet. The FSA constitution can be referred to for the reason for accountability. It must be discussed and voted as a unified board that he should or should not be paid for that week and a reason for that decision. Lee respectfully refuses the pay and no further voting is required. This honorarium must be amended to cover for time absent and how that can be specifically handled depending on each individual circumstance. It is suggested that for future situations, if you can justify your hours then you should in fact be paid for that time.

REC PLEX: Finalize questions and survey for the agreement, revisit the following week.

Meeting Time:  To be determined through email response. ru

February 3rd, 2016

FSA Board of Directors

Meeting Minutes

Date:

February 3rd , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Kyle Chalmers, Tabitha Henry, Jessica Carthy.    Absent: Sean Kerr  

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Lee and all are in favour.

Approval of Previous Minutes: Approved November 5th, 2015 previous minutes. 

Announcements: N/A

Old Business:

New Business: Start: 5:02

Kristi Kerford: College Ancillary Fees: The presented document is for fees that the college sets. This shows that all changes have gone up due to the cost of living however, no changes have been made since last discussed. The athletic fee and field house are the only FSA associated fees. If we are in agreement with the document present and have full student government approval, we then take the document to the Flemings Board of Governors to approve the entire package. Note that in the ministry protocol if you increase a fee by 20% or greater a referendum is required. 

Action Plan: Discuss at the meeting next week when the board is in full attendance.

Tony Tilley: Tony is interested in coming to the auks lodge to have a casual gathering/ introduction with anyone and everyone. The scheduling with be connect with the bar manager to ensure the timing is appropriate as well as any advertising need will go through Tim.

Liaison: In the fall we may potentially be looking into hiring a new liaison. Greg Jefford is taking over his new position and we are wondering if he should have student government on his table. The question is what do we look for, what works and what do we think the liaison should do? Lee has assembled a list by gathering information from students and the board and will send the list to Kristi. This is a requirement for the relationship between the FSA and the college and it should be written in the job description to be part for a certain amount of time. Our list shared as well as feedback from other campuses will be combined and Kristi will return with overall feedback.

Men of Strength: The organizers are requesting us to donate $1,000 towards their program. Representatives have attended a course to become trainers and will then train other people on themes of violence against women. The program allows a safe environment for men to discuss this theme. Concerns are present that this program will not be beneficial.

Motion: Lee motions to not approve the donation, Kyle second the motion and all are in favour of disapproval.

Projector: Kyle found the most affordable projector on amazon, our only concern is that it will not come with any service and we cannot ask IT to provide service or warranty. Kyle will contact IT for further information and go over specs and potential agreements.

St. Patrick’s Day: Meaghan will ask for prices from the performers and return back next meeting, since we need a solid number in order to make a vote and decision. The pub night will be split with the EM students where we will have the day time and the program will have the evening.  

Ethan Stokes: Tabitha is getting numbers from students and asking arenas for dates as well as costs. The template from intermural hockey will be an asset. The day can be scheduled as a round robin tournament. Tabitha will make further progress and return to the board.  

Board Accountability Session 

January 27th, 2016

FSA Board of Directors

Meeting Minutes

Date:

January 27th , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Absent: Kyle Chalmers, Tabitha Henry, Sean Kerr.

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Meaghan, seconded by Lee and all are in favour.

Approval of Previous Minutes: Approved January 20th, 2016 previous minutes. Lee motions to approve, Tim seconds.

Announcements: N/A

Old Business: N/A

ATM: To be revisited.

Snowfest: There is a binder found called ‘Snowfest’, however, we will wait until everyone is here to discuss ideas. The task will be given to the athletic director to review. 

Skates: Maeda is on board with the idea with the estimated cost of skates being 20-25 dollars. Skate may also be donated. The idea is that they could be provided at the field house for sign out. Getting approval from departments is first step and then check for budget from providers.

Waste Management: Waste management week: Centralizing waste disposal and hold awareness events. Facilities are behind the idea and we have a proposal to them. She wants our opinion to find out what makes it easier to recycle and put things in the right place. Ask Peterborough campus and marketing team.

New Business:

Kevin: Policy 11 states that registration will be open the first day of March for 5 days. Kevin is requesting that the board approves moving the dates up to allow for a more convenient period of time. Voting moved to after the break to allow for campaigning and less exams rush. Still allows month of shadowing and covers all requirements. February registration opening 18th for 5 days. Friday will hold all candidates meeting. Chairperson can be posted during elections, however, it is voted on by current board for next year as written in the policy.  

Motion: Approve Policy 11 section 4 that registration period will be changed to February 18th 2016. Lee motions for the change, Tarissa seconds and all present board members are in favour.  

Meeting Closed.

January 20th, 2016

FSA Board of Directors

Meeting Minutes

Date:

January 20th , 2016

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Kyle Chalmers, Sean Kerr, Tabitha Henry, Jessica Carthy  

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approval of agenda by Kyle and seconded by Tarissa.

Approval of Previous Minutes: Previous minutes unavailable at this time. 

Announcements: N/A

Old Business: N/A

New Business:

Note: Tuesday at 12 pm is the deadline for submission of agenda items.

Purchase of ATM: We are currently lacking funds to purchase the machines. At this point in time we will be passing the task onto our next board and discuss our possibilities and ideas for future actions.

Waste Management Project: Maeda Walsh could not attend due to work and scheduling conflicts, however, will discuss with Tarissa about the potential for the waste management project. Tarissa will have a meeting with Maeda at the earliest convenience to discuss the basics of the project and bring a broad idea to the table next meeting.

Budget: The initial answer to our budget for the remainder of the year is that it is not available. Numbers are messy since costs and incomes are up in the air and we must find out what is in the account before making decisions. This will be acted upon since the board needs to make decisions and provide everything we can for the students.

SNOWFEST: Potential to be organized through athletic director. Ideas such as winter Olympics and Snowfest party following. There is no date in place at this point in time. Look at previous folders and years for ideas and discuss at next week’s meeting.

Memorial for Ethan Stokes: Karen knows of a friend of Ethan’s who is a musician and can play for minimal costs.

Motion: Lee motions to cover the musicians cost of 150 dollars, Kyle seconds and all are in favour of motion.

Additional: Idea for students to rent skates making public skating more practical. The program could be run similarly to the bike rental. Tarissa will look into this idea and return with feedback and information.

December 17th, 2015

FSA Board of Directors

Meeting Minutes

Date:

December 17th, 2015

Location:

FSA Boardroom

Call to Order: Frost Student Association Board Meeting

Roll Call of Members: Lee Scholl, Timothy Marostega, Sherry Polley, Karen Smith, Sean Kerr  

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approved

Approval of Previous Minutes: Approved December 10th, 2015 previous minutes. 

Announcements: N/A

Old Business: N/A

New Business:

At this point in time no new motions or actions have been forwarded or are necessary for approval. Please refer to the December 17th, 2015 meeting agenda for any required information, questions or concerns. 

December 10th, 2015

FSA Board of Directors

Meeting Minutes

Date:

Thurs. December 10th , 2015

Location:

FSA Boardroom

Call to Order: FSA Board of Directors Meeting

Roll Call of Members: Lee Scholl, Sean Kerr, Kyle Chalmers, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Jessica Carthy, Sherry Polley  

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approved

Approval of Previous Minutes: Meaghan motions to approve previous minutes dated December 3rd 2015, Tim seconds and all are in favour.  

Announcements: N/A    

Old Business:

Ping Pong: We do not have a budget through the athletics however we will look at it next year. Having it over there will eliminate easy breakage and there are demands to get one.

O-Week: We have a contract for Yuk Yuks, the only thing they are asking for is 3 hotel rooms for the performers, soft drinks and bottled water. Transition fund will cover that cost. Security: for Yuk Yuks and Logger pub must be sorted out by the end of next week Action: Kyle will ask Sarah for cost of security for the nights of AGM, Yuk Yuks and Loggersports.

Action: Fun fair from 11-5, Lee will contact Bouncers Are Us for cotton candy machine and sumo suits.

Action: Sherry will contact local business for tattoos and promotions.  

FSA Christmas Party: Scheduled for the 12th, whoever cannot attend will receive an alternate gift.

Action: Kyle and Sherry will sit together and decide what funds we have to use and will email Lee and Sean for the decision.

AGM: 1500 dollars, Meaghan will look into catering.

What we need to cover at AGM: Kyle will present budget/ power point and will have it completed by next Friday. There are no policy’s we can change but can make recommendations for the next board. By next meeting we will have agenda for the AGM and will have a dry run. Votes can be taken at expo we need roughly 80 people. Have table for FSA at auk expo to promote. Tarissa will take care of survey. Set up mike stand and make it available to ask questions. Budget, name change, rec plex and Kevin will be telling students about elections.

REC PLEX: Kyle made some brief contact about what to expect. Make it clear as to what questions to ask. The big issue is that we are giving too much money and will all of our ideas draw enough people to make it worth it? This is the first time to gather information and bring them our concerns.

New Business:

Pay Over Break: Follow the policy; you have to have so many hours in to get your honorarium. Hours cannot be justified and cannot be classified as banked hours and this must be voted upon to change. Conflicts, there are a lot of things that FSA does as a whole that does not justify our pay. Put on your timesheets to prove honorarium. Discuss at AGM what board makes at holidays and look at changing it to hourly instead of the honorarium. Refer to policy for full definition and outline, Lee will talk to the Peterborough campus FSA about their policy.

Auk Radio: Students have shown interest in starting the Auk Radio up again, it should be a go. The only expense may be 2 bar stools since it is convenient for them to use system we have now.

FSA Retreat: We are looking at just over 1000 dollars for our budget. Keep in mind there will be a cross over meeting/ retreat between next and our FSA, however that will be decided upon at the time. Mount Tremblant is official, fuel and millage will not be covered by FSA. Kyle will put together an itinerary and have it available at next week’s meeting.

Buying Machine Music: Motion: Lee will motion to buy machine if it cannot be fixed, Meaghan seconds and all are in favour.  

Director of Athletics: Must be replaced. Tim will email out hiring opportunity for athletic director and to send in a cover letter and resume for the application.

Action: Tim will decide before Wednesday of who is in the running’s. 

December 3rd, 2015

FSA Board of Directors

Meeting Minutes

Date:

Thurs. December 3rd  , 2015

Location:

FSA Boardroom

Call to Order: FSA Board of Directors Meeting

Roll Call of Members: Lee Scholl, Sean Kerr, Kyle Chalmers, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Jessica Carthy       

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approved

Approval of Previous Minutes: Approval for previous minutes on November 26th 2016, motion to approve by Lee, Meaghan seconds and all are in favour.

Announcements: N/A

Old Business:

Ping Pong: Can be available at rec centre at each person’s convenience. There is a demand for it and we will re-visit.

New Business:

Ancillary Fees: Representatives are here today to discuss the college and student ancillary fees. In the fall we propose any changes and then schedule to meet again in January to finalize any decisions after given time to think and inquire about them. This information can also be accessed from the student website. The percentages make up the total ancillary fee and are decided by service providers and existing budgets. 

Alumni Relations: Supporting graduates through their careers. They offer home and auto insurance, discount programs, job portal access and mentorships. Provide support faculty, implement convocation, pins, speakers, and recognition and distinction awards. They reach out to alumni across the world and are currently aiming to have a more frost focused webinar to target the environmental sciences. They are not asking for an increase this year in fees however, may ask for an increase for health insurance in future years. 68,000 alumni from Fleming, 40,000 they are in contact with.

Action: Feb 10th, “Next Step” alumni relations will be here to provide information that graduating students will need.

Support Services: Proposed increase primarily for orientation, anything from welcome week offsets cost. The fee goes towards orientation; health services get a portion as well which helps the clinic staff and supplies. The breakdown is that 4% of the fee is orientation, 17% health, both of which are very important assets we want it to be our own.

Career Services: 14% of ancillary fees are towards career services and support. There are online portal accesses to employers data base, job fair, resources labour market research and includes career initiatives. For example a new tool through career assessment is being launched and is based on a series of questions on self-reflection and assessment. This tool will hopefully lead students in their desired direction. Specifically, the job fair is organized by a career team that is also in contact with program co-ordinators.

Learning support: 20%

Counselling: 34%

Convocation: 11%

IT: This is a service that everyone uses and is elected for a cost of living rise, change in articulation of student fee where 80% is covered by the college and 20% is a student cost. The traffic across the network is dominated by other social media rather than academic purposes. There are 50,000 student accounts and only 6,000 regular users. Improved, student portal now exists and we use what we can to bring things up to date. Academic tech committee reviews technology in the classrooms.

Athletic Fee: Student levy fee that we give to the college. At this point they are not requesting an increase. The fee covers resources, staffing, sports, and intramurals etc. 68% of the overall cost come through ancillary fee. 32% come through program fees, revenues, etc. Looking to heighten awareness more on campus rather than off. Haliburton uses the athletic fee to meet their needs when needed for athletics and activities.

Action: Reach out if you have more questions about specific fees. Come back at end of January to finalizes changes and if there is a change please give time for discussion and agreement if necessary.  

Note: Tony Tilley, the president of Fleming, wants to meet and have lunch for an opportunity to see students.

O-Week: Meaghan is still waiting for the contract from Yuk Yuks and will piece it all together before the break. When decisions are finalized Tim will make posters and tickets. The money for orientation week will be divided as needed for the events with the remaining going towards anything needed at the AGM.   

AGM: Make official agenda for meeting, that has not been decided as of yet, and look at the budget. Posters have been made and will be spread around the school.

FSA Christmas Party: Lee will talk to Karen about opening the bar.

Time Sheets: Leave them in Sean’s bin for approval, this is costing time and effort and there are lots of conflicts so please be organized and on time with your submissions.  

Rec Plex Meeting: There is a meeting with the city of Kawartha Lakes held on December 14th/ 2015. If you have ideas and thoughts please discuss them as soon as possible so that they can be brought up at the meeting. Make note of the fact that they are renting our facilities for 2 months at a very minimal cost. Look at how much is it to actually run the field house and make a more reasonable agreement in terms of payment and use.   

Women’s Resources of Kawartha Lakes: Asking for donation of 100 dollars.

Motion: Sean motions to approve, Kyle seconds and Lee thirds. Note that this is a onetime donation and will be discussed by the next board for further donations.

Display Case: Meaghan requests money for display case to update a winter theme and will submit receipts for reimbursement.  

Motion: Sean motions 30 dollars approved for display case, Kyle seconds, Lee thirds and all are in favour.

Action Plan: Finished by Monday.

Meeting Closed: 6:00  

November 26th, 2015

FSA Board of Directors

Meeting Minutes

Date:

Thurs. November 26th , 2015

Location:

FSA Boardroom

Call to Order: FSA Board of Directors Meeting

Roll Call of Members: Lee Scholl, Sean Kerr, Kyle Chalmers, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Jessica Carthy       Absent: Evan Herman

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approved

Approval of Previous Minutes: Approval of previous minutes for November 19th 2015, Sean motions to approve, Tim seconds and all are in favour.

Announcements:

Greg Jefford: A brief update providing additional context in student services area.

As of April 1st 2016, Greg will be assuming responsibility to manage athletics. Jeff Matthews will be helping him transition and connect over the next several months, as a result of Jeff announcing his departure from the college. This will enable opportunities for further engagement and connections to athletics. He will be working closely with Michlynne and creating a bridge to ensure we have ongoing partnership. The Rec Plex agreement will be part of transition with Jeff however; Jeff will still lead that in terms of moving forward before the change. He is open to accumulate as much as he can before however, Jeff is still the lead through until April and he is happy to receive knowledge but still wants to respect the current responsibilities. Jeff’s position will still be replaced and the position will go up in the new year. 

Old Business:

ATM: No movement as of yet, Kyle has contacted TD bank but they show minimal interest and said he will get back to us next week. Approximately 3000 per machine and may net profit up to 7000 per year. Kyle will continue to stay on top of that and will return again with more information.

RETREAT: As of right now there are 3 different options: Wolfs Den, Blue Mountain and Mount Tremblant. Kyle wants to see what peoples thoughts are based on those options, we are open to each place but wants to incorporate some team building events and policy discussion. We will make an agenda of what we need to accomplish prior to, for example organize the switch over to the new council and put together legacy report.

New Business:

Board of Directors Policy Code of Conduct: Have an understanding of what you can and cannot do in terms of ethical and professional conduct. You are always on the board and must present yourself in that way, interactions must always recognize that.

If you have conflicts to bring forward you must come into an in camera session and will be recorded and documented but not available to the public. Everyone must understand their role as a director and must be aware and respectful of that. Go through the proper channels if necessary. Read the policy and be aware so you have an understanding.

Orientation Week:

SUN 10: Noon, everyone brings back schedules and determines when they are available. Use this time to figure out all logistics for the week.

MON 11: First day back and set everything in motion. Welcome back free stuff, swag bags in Auks, popcorn machine table set up, promote other events over the week.

TUES 12: Fun fair, team building, carnival events, prizes, cost minimal, promote green, gold and black colours.

WED 13: AGM, appetizers and refreshments following. Bake sale for Loggersports.

THURS 14: YUK YUKS, sell/ give away tickets throughout the week. Have the document in place for outside guests for at the door basis. Meaghan will ask if they can send us promotional things in advance. 

FRI 15: Loggersports pub, attire is lumberjack.

KITCHENETTE: The concern is that if we purchase a set it will go missing. You are more than welcome to bring your own personal ones and leave them here.

CRAFT FAIR: The concern is that there may not be enough room for both the craft fair and the addictions event. Tarissa will discuss this with Betty about having a shortage for space.

Action: Make a document to prove who is officially going to be there and needs a table so it covers us and Betty as well as commits you to a table. Start set up at 10, event starts at 11. Make a layout and ask Karen for event planning sheet. 10 tables will be needed and contact facilities for the tables to request. Lee will ask facilities for costs of table clothes if necessary.

Meeting Closed: 5:30

November 19th, 2015

FSA Board of Directors

Meeting Minutes

Date:

November 19th, 2015

Location:

FSA Boardroom

Call to Order: FSA Board of Directors Weekly Meeting

Roll Call of Members: Lee Scholl, Evan Herman, Tarissa Holmes, Meaghan Adams, Timothy Marostega, Kyle Chalmers, Sean Kerr, Jessica Carthy 

Declaration of Conflict of Interest: N/A

Approval of Agenda: Approved by Sean and all are in favour.

Approval of Previous Minutes: Approved November 12th meeting minutes, Sean motions and Lee seconds all are in favour.

Announcements:

Rob: Manager of residence, housing department on/off campus, student rights and responsibility and student services. We are competing for student involvement and Rob is trying to find ways that we can work together more. Residence staff has personal connections and can invite and target groups of people to get involved. If there is anything going on that we could all benefit, be in contact with one another. Residence cup points may also be awarded.

Action: Our goal is to inform Rob on what is going on in FSA so that he can pitch ideas at his meetings. Rob will meet with us again December 10th for planning of trips and programming into the new year. Additionally, the feedback from residence on orientation week 2015 was incredibly positive! 

Old Business:

ATM: The company will reply to emails within 5 business days so we have no response just yet. Alternatively, there are other companies that could potentially work. Kyle has the ball rolling and will revisit next week.

New Business:

Addictions: Want to raise awareness every week and are interested in having an event to make people aware and then have a good time after. They are looking at us supporting up to 50 dollars towards the event for non-alcoholic drinks and ingredients.

Motion: Tarissa motions to reimburse up to 50 dollars of expenses with a receipt. Meaghan seconds and all are in favour. Collaborate with Tarissa for space purposes.

AGM: Sean has started putting together an agenda including financial report, FSA logo/ name, Kevin to announce the meeting, Rec Plex. Email Sean if you have more input. ----We will make visuals through pie charts and graphs to physically see where your money has gone as part of financial statement.

-We hope to run the event like a conference and include round table discussions with questions and answers. Focus on what we are working towards and trying to accomplish. Where the FSA was and where were going.

-We need a student vote and will use the AGM as a way of doing that.

-Themed, entertainment to be decided.

-Utilize proxy votes.

Speakers: Kyle and Sherry to talk about financial statuses and sherry. Evan will bring up Rec Plex when appropriate.

Lee wants to make it as fun and engaging as possible. We will utilize our residence and program presidents to get the numbers we need. Kyle will see how much money we can reasonably put towards the event.

Motion: Kyle motions for the AGM to be held the evening of Wednesday January 13th 2016 and Lee seconds, all in favour.   

REC PLEX: Evan printed off everything we have been brainstorming. Refer to sheet for information and details.

Open House: If you are available and can help at the table please do so. Karen will put aside all tables we can utilize. Tours will come through and we will describe this Auks Lodge as the student centre. The table will explain all our services and provide information about it.

Meeting Closed 5:15