February 24th, 2016

FSA Board of Directors

Meeting Minutes



February 24th, 2016


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