December 12

Date:  December 12, 2017                                         Location:  Boardroom

Call to Order: Boardmeeting

Roll Call: Amanda Drake, Amanda Moore, Madeline, Diana, Kyle, Monique

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline motions to aprove agenda, Amanda Moore seconds, all in favor.

Approval of Meeting Minutes: Amanda drake motions to approve minutes, Madeline seconds, all in favor.

Meeting Start: 5:04

New Business:

November 28 change minutes

Christmas party

Cheaper then they thought, vegetarian options, December 15, 2017

Roundtable:

1.      Events

a.       Gingerbread campsites- Ashley from outdoor Ed wants to use auk lodge, 5 other students helping, using her own money. Wednesday December 20th 12pm-3pm. Expecting 15-20 people.

b.      Film festival- Student wants to rent out 250 and they want to charge $200. College is starting to charge for use of space, which shouldn’t be happening for students who attend the school. FSA will rent to the room, although FSA will not endorse her. Directed at schools not the public. Directors support helping the student proceed with this event.

2.      Time sheets- reminder they are due this Friday.

Amanda Drake:

Increase fees $6.94

John gallon is now the transportation person (shuttle and SAC).

Should start planning for the end of the year big event

Madeline:

Financial issues

Making sure organization is where it should be and resolving problems that have been arising

Grant application- fix missing pieces

 Amanda Moore:

Job description was created

Job is more related to college hiring not FSA hiring

FSA is not apart of the CCR, needs to be fixed

Kyle:

Meetings about the agendas last week

Diana:

Maddy will creating shuttle survey

Agendas

Working with the woodland times volunteers

Monique:

Waiting to meet with Robyn- related to the Snow Fest

Working on a lot of Snow Fest stuff

Business:

1.      Time Clock- $52.03, save money, helps keep track of hours better. Pricing for different clocks $430,  $169,  $535, many different price ranges. Madeline motions to get a time clock, Monique seconds, all in favour

2.      In-camera

a.       Board Policy

Motion to Adjourn: 5:39 pm

December 5th

Date:  Decemebr 5th, 2017                                                               Location: Boardroom

Call to Order: Board meeting

Roll Call: Amanda D, Maddy, Amanda M, Kyle, Diana, Monique

Declaration of Conflict of Interest: n/a

Approval of Agenda: Approved by Maddy, Seconded by Monique

Approval of Meeting Minutes: Postponed

Meeting Start: 5:35

Round table:

Kitchen: removal of privileges if not kept clean

Christmas Party: Amanda D. needs a RSVP

Amanda D: attending international gathering, showing them support. Talking to international students. Press release for shuttle bus: grant application was submitted. Administrated issues talked with Judith. Film festival students looking for $$$. Halliburton doing social tomorrow, highest amount of students withdrawing at Halliburton campus, requesting $250. SAG students are learning in a church and needs somewhere to learn. College is looking into off campus housing for students. Bonnie is looking into giving away bar prizes at forestry night. Made a budget for breakfast and lunch, fruit, non-perishables $600 breakfast and $600 for lunch.

Maddy: Grant application, registrars office talking with Brenda. Starting up table times down stairs. Look into being more present down stairs. Appeal process is being finalized for strike fund. Students have up until April to claim. Approve date for AGM. Working on agendas in the upcoming week

Amanda M: Job position for Halliburton, looking into positive space training

Kyle: Wednesday open mike every two weeks, agendas, working on financial report with Sherry.  Working on agendas in the upcoming week. Has noticed an increase in morale.

Diana:

Has been working with the Woodland time volunteers. Hoping to get first issue out January. Working on agendas in the upcoming week

Monique:

Outdoor ed is enthusiastic to help with snow fest. Talking with Maddy about liabilities to do with snow fest

Wages: bi weekly may not be working. Minor prizes in the audit. Future change in the policy

Seminar is happening on December 19th for students. College and us will be proving stress bags.

Business:

Auditors report

Maddie motions to approve the report

Monique seconds

In Camera:

Board Policy 4

Motions to Adjourn: 6:40

November 28th

FSA BOARD OF DIRECTORS

MEETING MINUTES

Date:   Tuesday November 28, 2017                                                 Location: Board Room

Call to Order: Board Meeting

Roll Call: Amanda Drake, Amanda Moore, Kyle, Sophia, Diana, Monique, Madeline

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline motions to approve the agenda, Monique seconds, all in favor.

Approval of Meeting Minutes: Amanda Drake motions to approve previous meeting minutes, Madeline seconds, all in favor.

Meeting Start: 5:00pm

Roundtable:

Madeline- FSA President:

Town Hall-More Administrative instead of program related questions and concerns

Went to other campus to discuss concerns

Setting up meeting with Julia to discuss why there are issues

Meeting with Judith on Friday

Getting reference letter from Tony Tilly, to help with grant

Monique- Director of Student Life:

Snow fest

Reached out to Outdoor Ed, they have a class that needs to run an event and are more than willing to help

They want to bring some ideas to the table as well

Potentially 20-30 people will be helping from Outdoor Ed (not guaranteed)

Still working out the kinks for the fire sector of the event

Diana- Director of Sustainability:

Adam wants budget for future events- sustainability week

Suggesting a beehive on top of the green roof

Wednesday (Nov.29) is the first Newspaper meeting

Kyle- Director of Finance:

Get the auditors in to approve

Work with sherry

Amanda Moore- Director of Athletics:

Yoga class at spectrum: great turnout, great class and a lot of people showed up

Issue: at the end she was touching people and she had a strong scent on her hand, Spectrum is supposed to be scent free so that will be great dealt with before the next yoga class

Have rocks at the door and if you don’t want to be touched then put a rock at the end of your mat at the beginning of the class

Amanda Drake- Vice President:

Town Hall was pretty intense

90% international students

Students feel like they are a money pot and they feel like they can’t leave

Nothing has been explained to them

Co-op issues- students being over charged

Event this Thursday for international students in 250, to get questions answered

Looking into the future, develop a position on the board to create outreach

Planning for stress bags and Wellness seminar is still being organized

Business:

GSA Club:

Zigg suggested FSA bring someone in to receive Positive Space training

Amanda Drake motions to approve GSA Club, Diana seconds, all in favor

Amanda Moore abstains

Christmas Party Budget:

Amanda Request budge of $700

Monique motions to approve Christmas Party budget, Diana seconds, all in favor

5:35pm

NOVEMBER 15

Call to Order: Board meeting

Roll Call: Amanda Drake, Madeline, Kyle, Amanda Moore, Sophia as Scribe, Diana, Sherry sitting in

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline motions to approve agenda, Amanda Moore seconds, all in favour

Approval of Meeting Minutes:Madeline motions to approve minutes, Kyle seconds, all in favour

Meeting Start: 4:32pm

Ass to class:

November 16th 2017 at 12:00pm

“Peaceful demonstration”

FSA Arrive at 11:30

Mingling

Free food, free stuff to give out

Take down testimonials

Write on questions and/or comments to get them answered

Hiring:

Madeline and Amanda have been doing interviews and check references for the Support Co-ordinator position

Looking at hiring more bar staff, experienced bar staff

Kyle and Amanda Moore trip to Halliburton:

Talked to 3-4 students

Some students have lost 5 credits because of strike

Communication is weak from Frost to Halliburton

They are in class still working

Limited studio space

Counselling and food needs to be upped

Would rather not go back to class because they don’t want to have the course condensed. They want their money back

Encourage ass on any questions from there to here

New Business:

Kyle Director of finance:

Sept 1st -Nov 15th

Comparing how strike has impacted

Almost 4000 dollar difference

Has dropped significantly

6000 loss overall decline in each category

Many factors are affecting the numbers

Money has not been collected yet

Things are financially okay

Going to start doing monthly reports

Sherry leaves at 4:57

Diana:

Working on Fleming College agendas for next year

Madeline, Diana and Kyle will be working together now that Sarah is gone.

Business:

Sherry’s wages:

Amanda proposes that we give Sherry a weekly bonus as Sarah is gone and she has taken on a lot of her tasks.

Giving $100 extra per week.

Amanda motions to approve the FSA of giving Sherry a bonus of $100 a week until Support Co-coordinator position is filled, Madeline approves, all in favour.

Meeting Adjourn: 5:02

Nov 21th

Call to Order: Board meeting

Roll Call: Amanda Drake, Madeline, Diana, Amanda Moore, Kyle, Sherry, Sophia Monique, Bonnie

Declaration of Conflict of Interest: Amanda Drake and Amanda Moore

Approval of Agenda: Madeline motions to approve agenda, Monique seconds all in favor.

Approval of Meeting Minutes: Post-poned

Meeting Start: 4:45

Bonnie- new Support Coordinator sat in for a few minutes at beginning of meeting

New Business:

Roundtable:

Amanda Drake:

Good student feedback in relation to the ASSTOCLASS

They were very thankful

Madeline:

Met up with Dean to talk about Town Hall on Thursday

Auk Lodge: Environmental programs

250: Natural Resources programs

Director at each of the events filming

Biocommons are going to be open until 10

Diana:

The start has been very successful

12 people responded to the Woodland times email

Arranging to meet up with everyone next week

Amanda:

Don’t want to keep the hockey game on Nov 28th because the back to school stress

Moving the hockey game from November 28th to sometime in January maybe February

Starting to discuss how FSA will be moving forward with the Rec Centre

Monique:

Has mainly been working on Snow Fest event details

Sign-up sheet done

Tournament sheet created

In the process of getting all of the approvals for the activities

Business:

Ancillary Fee refunds:

Do we allow students to keep membership?

Because they receive all the services, if they completely drop out they shouldn’t keep membership.

If they come back in January, they should keep membership.

Madeline read the constitution to explain 18-week period of membership after semester

Considered them to be member

Madeline motions to approve that students stay members for 18 weeks after dropping out, Kyle seconds, all in favor.

SnowFest Budget and Date Change:

10,000 budgets:

$2,500 to Tony Lee

$2,000- Thursday Winter Wonderland

$1,500- Friday movie night

$3,000-Survival Skills Challenge

Schedule working group to know where the money is going

Amanda motions to approve budget, Madeline seconds, all in favour.

Loggersports Club:

GSA Club Approval:

Inclusion, education

Goals- Pride week, drag show, providing support connects, other events etc

Vote is postponed

Support for students:

Quotes are too high so FSA is going to buy the food them selves

Breakfast: Oatmeal, hot water, bowls lids and spoons

Monday: (late night studying)- Put out muffins and veggie trays

Getting services dogs/cats- During exam time

Zoo-to-You?

Getting a punching bag

Stress package-bubble wrap, stress balls, chocolate, gum, tea

Setting up in the Discovery trail/ Library where most students are

Mental Health Fee:

Use money that was accumulated and not used because of strike- extended hours? More services?

Wellness seminar, bring in a speaker?

Including Halliburton, doing something for them as well

Compliment crew

Motions to Adjourn: 5:47pm

Nov 8th

FSA BOARD OF DIRECTORS

MEETING MINUTES

Date:  November 8, 2017                                                      Location: Boardroom

Call to Order: Board Meeting

Roll Call: Amanda Drake, Kyle, Diana, Kailey, Monique, Madeline, Amanda Moore

Declaration of Conflict of Interest: Amanda Moore

Approval of Agenda: Kyle motions to approve agenda, Diana seconds, all in favour

Approval of Meeting Minutes: Kyle motions to approve minutes, Madeline Seconds, all in favour

Meeting Start: 5:34

Round Table Discussion:

Departmental Update:

Kyle- Director of Finance:

Books updated for September, October and November

Looking at what was spent and made- profit wise (from last year to this year)

Kyle concerns with the strike:

People are checking out of school

Concerned for motivation

International students are regretting their choice of coming here over other schools

People are worried that employees will be concerned with the gap of lost education

Teams Ideas for helping:

Get students voices for there direct concerns

Survey monkey to address concerns, providing the college evidence of current issues

Make-up list of questions for survey monkey and send out ASAP

Breakup events and having them smaller scale so it’s not so overwhelming

Withdraw from mental health event because they aren’t supporting student needs and state of mind

Amanda Moore- Director of Athletics:

PayPal, able to order everything

Everything should be ordered by the end of this week

Hiring student worker at Halliburton campus, using their athletic fee

Partnering will Zigg from GSA, Tuesdays 8-10 in the Fieldhouse, different events each week

“Diversity” instead of “inclusive”

Diana- Director of Sustainability:

People wanting to get their voice out

Looking into making Woodland a committee

“Woodland Times Committee”

Kailey- Director of Communication

Everything has been organized with all the Meeting Minutes

Meetings have been happening with Madeline and Amanda Drake, also talking/wanting to talk with Directors

Food services: Extended hours after the strike

Madeline President:

Getting student issues resolved

Looking at bar relations

First interview was conducted

Shuttle bus information

Amanda: Madeline make list of task- giving out task so she can focus on more important matters

Bringing in directors for extra help and an extra set of eyes

Monique- Director of Student Life:

Snow fest event

Has already delegated task and days/events for people to help with

Monday scheduling meeting with Kyle to figure out numbers

Amanda Drake- Vice Present:

Focused on strike details

Responding to students in relations to strike

Trying to figure out advocating for present strike or post strike issues

Has been attending a lot of meetings

Working on Policies with Sherrie

Said Town hall was well received

Connecting with Georgian College to get there prospective

Sharing the Town Halls with the Georgian College

Discussing the possibility of another Town Hall- for when the strike is done

Student was partially angry because not posting opinion, posting links

GSA:

Everything is mapped out for what is happening this semester and next semester

Doesn’t concern FSA yet

Movember:

Set up table in Auk lodge

Making an FSA team to donate to Charity

Needs to be from an FSA standpoint

Trying to come up with event

Have a barber come in to fix everyone’s beard in December

“Decembeard”

Ancillary History:

Fees we talked about are fees that go directly to the college and is money they use to operate

If they feel money should be put else where then it can be initiated if asked by FSA

FSA has final approval for where the fees go to

Loggersports Event Breakdown:

It went well and was fun

Issues with Mascot- find new mascot, reach out to student body

Find someone from street team to be mascot

Business:

Spotted at Fleming:

Reach out to student who created it

Wanted to know if FSA would want to purchase spotted for $400

FSA will have control

It would lose integrity

Students would be angry

Amanda motions to not purchase spotted, Madeline seconds, all in favour.

Amanda Moore is leaving at 6:33pm

Kailey leaves and accountability session begins.

Motion to end meeting at: 7:22pm

Nov 1st

Call to Order: Board Meeting

Roll Call: Amanada Drake, Madeline, Diana, Amanda Moore, Kailey, Kyle, Monique

Declaration of Conflict of Interest: Amanda Moore

Approval of Agenda: Amanda Moore motions to approve the agenda, Amanda Drake seconds, all in favour

Approval of Meeting Minutes: Madeline motions to approve meeting minutes, Monique seconds, all in favour

Meeting Start: 4:31pm

New Business:

Proposed Budget, Fleming College Catholic club

Annoncements:

Sarahs last day November 10th 2017

Sophia’s first day

Round Table:

Shuttlebus:

Brooke Lynch: Requested use of the FSA shuttle bus for open house on November 18th

Would pay for added runs and making it a half hour earlier.

Open House:

Saturday November 18th 2017

Ancillary fees:

bring in school administrators to talk about the ancillary fees, what they are for, discuss if there is a price increase and why.

Stay calm study on

November 28th 2017, Student support event, promot food bank and healthy eating, handing out snacks

Monthly Report:

Talking about Hockey game and stay calm studying on, on the same day and how to work in both.

Fall Fair Review:

Good feedback from students, happy they had something to do. Around 40 people showed up for the haunted walk.

Between board members a lot of miscommunication.

Could have been a liability with miscommunication between locations of where the walk/events were being held.

Amanda Drakes suggests there needs to be more proactive behaviour.

Task were given out that weren’t completed.

To improve:

·         Check-ins with Madeline and Amanda Drake

·         Checklist made for the event

·         Delegating tasks so no one is sitting around wondering what to do

·         Avoid advertising before things are finalized

·         Strategizing the timeline to keep people ingaged

·         Safety: Making sure secruity legitiments are clear

Working Group Progress:

Going well, up to section 4 in the constitution

Application is going well

Put a face to the grant application

Start getting feedback about the expantion of the shuttle bus

Fall Fair is done

Tony Lee is booked for Snowfest

Communications:

Feedback on social media, no more than 10/1700, 3 negative.

Been miscommunication.

Taking about upset student- about confusion with the strike, program continued first week of strike then stopped after reading week.

Going through negotiation got no where, College is available to start negotiating on November 2nd 2017.

Extention of all programs (into winter break).

Amanda Moore adds Hockey game to round table:

November 28th 2017 event starts at 7, 7-8:45 these stations are available:

Diana and Amanda Drake will be working the door

Monique- cottan candy duty

Madeline- is on popcorn

Kyle- is on pizza

Fill out ballot if you wanna be apart of shoot-out

Mascots drop puck

Amanda Moore adds communication to round table:

Needs to be a lot more communication

Everyone needs to know what everyone is doing at all times so all directors are in the know

When asked question all directors should know how to answer

Face-to-face communication, email isn’t as effiencent

Suggests everyone has to speak at round table

More updates for the students, sending emails more then just once a week

Kailey adds to round table about food services:

When strike ends, free pizza, granola bars

Getting feedback through survey

Vending Machine despences fresh food

Loggersports:

Kyle singing national athlem

Everying is organized

TSN will be there filming

Business:

Wages and approval for new positon:

Change from operations manger to a co-ordinator positon

“Support co-ordinator” and pay rate of $18.00 compared to $22.50

Someone with actual experience, not student

2-5 years of experience, superviser experience

Amanda motions to approve change in title and rate, Monique approves, all in favour

Agendas:

Agenda’s for new students, price: $3700

Can be sold in Auk’s lodge.

Be ready for September 2018

Decision indefiniatly post poned.

Fleming College Catholics:

Connection to St. Marys church

Amanda Moore motions to approve Fleming College Catholics, Madeline approves all in favour.

Meeting Adjourned: 6:19pm

Oct 18th

Call to Order: Board meeting

Roll Call: Amanda Drake, Amanda Moore, Kailey, Diana, Madeline

Declaration of Conflict of Interest: N/A

Approval of Agenda: Madeline approves, Kailey seconds, all in favour.

Approval of Meeting Minutes: N/A

Meeting Start: 4:32

Hockey Game Budget

Breakdown of the budget discussed. Madeline motions to approve a $2000 budget for the hockey game, Amanda seconds that motion, all in favour.

Fall Fair Budget

Breakdown of the budget discussed. Madeline motions to approve a $2,750 budget for the fall fair, Kyle seconds that motion, all in favour.

Loggersports

Breakdown of the budget discussed. Amanda D motions to approve a $1000 budget for the Loggersports after party of a band in the Auks Lodge, Amanda M seconds that motion. All in favour.

Lindsay District Chamber of Commerce

Amanda motions to approve a 1 year membership costing $250 to the Lindsay District Chamber of Commerce, Kailey seconds that motion, all in favour.

Ipad

Amanda Moore motions to approve a budget of $750 to purchase two ipads and two cases to be used for surveys and relaying information to the students, Kyle seconds this motion, all in favour.

Bob Johnson

Amanda Drake motions to approve a $20 budget for the purchase of a good food box and a card for the passing of Bob Johnson’s wife. Kyle seconds, all in favour.

Meeting Adjourned: 4:51

Sept 20th

Call to Order: Board Meeting

Roll Call: Madeline Williams, Diana B, Amanda Moore, Amanda Drake, Kyle Kohring, Monique C, Kailey Watson

Declaration of Conflict of Interest: N/A

Approval of Agenda: Amanda motions, Kyle seconds, all in favour.

Approval of Meeting Minutes: N/A

*Meeting with Joe about the strike*

Meeting start: 4:58PM

Dry cleaning

Amanda D. motions to approve for the dry cleaning of the Auk, Madeline seconds, all in favour.

Campus clean up

Amanda D. motions to approve a $100 budget for food and the gift card at the campus wide clean up dependent on sign ups, Madeline seconds, all in favour. Discussion to follow.

Meeting adjourned:

IN CAMERA SESSION

Board Retreat

• Need to plan the AGM at next retreat

• Kyle is taking the lead for bookings

Meeting adjourned: 6:00PM

Sept 15th

Call to Order: Board Meeting

Roll Call: Amanda Drake, Amanda Moore, Diana, Kyle, Monique and Kailey

Declaration of Conflict of Interest: N/A

Approval of Agenda: Kyle motions to approve the agenda, Amanda Moore seconds, all in favour

Approval of Meeting Minutes: N/A

Meeting Start: 3:15PM

Round Table:

Amanda Moore gives her first proposal of the Frost vs. Sutherland Hockey Game event.

Diana discusses some of the current shuttle bus issues and an idea to harvest spider plants around the school for students.

Amanda Drake discusses the BioBlitz event and the FSA’s role in that event, duties during office hours, filling out and submitting time sheets and staff training.

Monique discusses the progress of the plans for the Auk’s Lodge mural and wood design decorative touches. To be revisited once a budget is made.

Business:

Chair

The FSA needs to appoint one of its members to be the chair at all of our meetings. Amanda Moore motions for Amanda Drake the take on the role of chair, Kyle seconds the motion, all in favour.

Scribe

The FSA must hire a scribe to record all of our meeting minutes at our meetings. Until a scribe is hired, it will remain the responsibility of the Director of Communications. Amanda Drake motions hire a scribe, Monique seconds this motion, all in favour.

Event Survey

Monique brought up the idea of having a survey for students to get feedback on what they would like to see for future events. Amanda Drake motions for Monique to reach out to students for feedback on events. Amanda Moore seconds this motion, all in favour.

Meeting Adjourned: 4:21PM

Aug 24th

Call to Order: Board Meeting

Roll Call: Amanda Drake, Amanda Moore, Kailey, Monique, Madeline Absent: Diana

Declaration of Conflict of Interest: N/A

Approval of Agenda: Amanda Drake motions to approve the agenda, Kyle seconds, all in favour

Approval of Meeting Minutes: N/A

Meeting Start: 1:40

New Business: No

Madeline discusses topics brought up over the summer to brief board for new year. Discussion of FastStart initiative, choir, love your trail day, Bioblitz, stomp out stigma, fleming 50th, international students.

Round Table:

Athletics All Student Email

Amanda Moore discusses the potential idea of sending out an all student email to let students know all of the important athletic events happening on campus.

Bikes

Kyle discusses his idea of visiting a junkyard to find parts of the old bikes that are rented out of the biocommons.

Mural

Monique discusses the beginning plans of the mural that would be painted in the Auk’s Lodge and other decorative touches for the future.

Res Move In

Monique discusses some of the potential plans for res move in day, including where we will all be stationed and what roles and responsibilities we will have throughout the day.

Shuttle Bus

Amanda Drake covers the discussions about opening the shuttle bus to the public, and what potential pros and cons may come with that decision.

Meeting Adjourned: 2:30

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.