Metro Meeting Minutes – November 18, 2018

Metro Regional Cabinet Meeting


Location: Mount Saint Vincent University

Time of commencement: 19:10

Time of Adjournment: 21:35

Duration: Two Hours and Twenty-Five minutes


Present Voting Members: Katie Bates, Becca MacAulay, Brooke Betyna, Jasmine Metzler, Alex Torrealba, DJ Shuman, Kailey Webber, Emily Webb, Ella Stacey, Mitchell Aguinaga, Matthew Boutilier, Cameron Fiander, Isabelle Parmiter, Emily Robichaud, Renee McLeod

Present Non-Voting Members: Anna Gaudet, Jeremy Scallion, Quinn MacIsaac, Julia Lawrence

Regrets: Qendresa Sahiti, Youna McGowan, Bleona Sahiti, Julia Gonzales

Conference Debrief:

General Statements: Everyone on Cabinet went around an was given the opportunity to provide a general statement regarding the Metro Regional Conference held the weekend of November 10-11. Becca felt that conference ran smoothly because Cabinet worked hard to maintain good communication. Isabelle thought the conference was great. She liked that the people who were on Cabinet last year ensured that the issues found last year were improved. It was Mitchell’s first Metro Regional Conference and he would not change his experience for anything. Ella relayed Julia G’s statement for her was she could not attend the meeting. Julia says that everything at conference went well and she got good feedback about the keynote speaker. Ella really liked how organised Cabinet was. She is very proud. Renee felt that Blossom 2018 went really smoothly and she liked it better than past conferences. She is happy that the risks taken by Cabinet with all of the changes made turned out to be worth it in the end. Emily W. liked seeing the conference come together. Emily R. thought the communication was good. She had people tell her that Blossom 2018 was their favourite Metro conference. Kailey was really happy with this year’s conference. Matt found that overall everything went great. Cameron believes the conference went well operationally and was a big success. The only issue he had was the technological issues which were out of the Cabinet’s control. DJ enjoyed seeing the change in his school’s Students’ Council since the conference. Quinn felt that Cabinet did well with interpersonal communication and all of their hard work paid off. He is very proud. Anna G. noticed how any issues that arose were immediately dealt with. Alex was happy with everything. Jasmine was so unbelievably proud of this conference. She found that it did not seem like there were big problems. Brooke enjoyed seeing people enjoy themselves at conference. Katie felt that Cabinet was stressed and nervous the night before conference, but everything worked out. Blossom 2018 was Jeremy’s 19th conference and they tend to get repetitive. This conference really stood out. Most conferences have one thing that goes wrong and stands out, but there was nothing. As an advisor, Julia L. found that it was her favourite conference. She felt that Cabinet worked as a family.

FRAME: Throughout the debrief, cabinet followed the guidelines of FRAME. F is for Focus. Cabinet takes a large, broad topic and breaks it into smaller more focused sections. R is for Reflect. This is time to think about and discuss the issues of the focused topic during conference. A is for Assess/Action. Assess is a look at how the reflected topics panned out. Action discusses how to improve on those issues in future conferences and events. M is for Mediate. This is a chance to weigh the positives and negatives. E is for Evaluate which completes the reflective process and changes to make based on the assessments made. FRAME is a tool to guide reflection and allows Cabinet to dig deeper.


Focus: Zello, Communication between cabinet and participants, and Security.


Reflect: Katie found that Zello worked well, but sometimes questions were not answered before other questions were asked which left them unanswered. Matt mentioned that since only one person can talk at a time, made it hard to say something or ask a question. Cameron found that Zello’s dependance on Wifi caused issues when the Wifi cut out. When it was loud in the auditorium, Ella found that it was hard to hear. Emily R. mentioned that headphones are definitely a requirement when using Zello. The Public Relations made a group line and it helped them with communication, especially during Engagement Sessions. Emily W liked how when individuals really needed someone they would just call them individually. Quinn thought that Zello was better than Walkie-Talkies. He liked how messages can be replayed. Becca thinks that Zello was a good tool over Walkie-Talkies because everyone could use it whereas Cabinet cannot get enough Walkie-Talkies for everyone which caused certain members to be out of the loop. Emily R. found that Zello was instantaneous and a really good tool for communication. Mitchell found that Cabinet looked unprofessional with the headphones in the ear as it can be perceived as disrespectful. Julia L. found that Zello drained phone battery.

Assess/Action: Renee suggested when Cabinet does their introductions at Opening Ceremonies, they should make it known that the headphones are for communication purposes. Becca said that it would be a great time to say that if someone needs anything they can find someone on Cabinet. Anna mentioned that Walkie-Talkies are used as an identification device, but the switch helps out with levelling out as Walkie-Talkies tend to look like Cabinet is more important than delegates. Alex suggested seperate lines should be made beforehand for each position or the people that they know they will have to get a hold of. Before conference, Cameron thinks the Co-Premiers should have conversation with Mount Saint Vincent University regarding having more reliable internet access. He also mentioned that Zello uses very little data. DJ wondered if it could be an option to not give the delegates the Wifi. But, since Cabinet encourages promotion on social media it would not make sense to not provide internet access. The Snapchat filter was heavily used at conference, which means that it was also viewed by people who did not attend conference. It is a good promotional tool. Cameron suggested that should Cabinet use Zello again, the 3-Tions and Logistics should create their own line.

Communication with Conference Attendees

Reflect: The Skillbuilding Co-Chairs found that the text service, “Remind” worked really well for communication with the Skillbuilders. Matt found that Delegates did not always check in with their advisors, so that may be something that needs to be communicated better. The 3-Tions felt that they needed a section in their turnover explaining how to sign delegates out early. Ella noticed that the students from Citadel High School did not know who their advisor was. It is really important to make sure attendees know who their advisors are. Anna felt that at times Cabinet did not use great manners when telling delegates rules. For example; when telling them not to run during Epic and when telling them to listen up. Conference attendees did not seem to know their parameters. Jasmine found that they had to remind them multiple times during meal time to check in with their advisors. Matt thinks that it was not made clear to delegates who could take them to places outside of where the whole group was. Cameron found that sometimes Cabinet would raise their voices without the need to. Quinn agreed and added that sometimes Cabinet’s communication to attendees was not always the most respectful. He reminded Cabinet that if it is someone’s first conference they might not know the structure and rules. Emily R agrees that sometimes Cabinet may not have been the most respectful, but delegates were not always either. They would be places they were not supposed to be, and were sometimes rude when told what to do. Quinn said the only behaviour that is controllable is the individual’s. Cabinet just needs to be always doing the best they can.

Assess/Action: Katie suggests for future conferences having advisors wear the colours or merchandise of the school they are representing to make them more identifiable. Anna found the worst for people leaving unaccompanied was during meal times. Cabinet should always be setting an example and not do anything that the delegates would be told the cannot. Cam said that the 3-Tion turnover package should include a rigid procedure for early sign outs with a list of what to do. They should communicate that in the confirmation email as well. Quinn said the Cabinet should be integrating with delegates. He also suggested creating communication itineraries for each position with who they need to communicate with and when. This will ensure that all information is being communicated well. Renee agrees with Quinn, she says it’s important to make those connections. DJ said that 4 people from his school decided to perform in the Talent Show because Renee made those connections. Emily W. suggested that everything should be outlined for who explains each piece of important information at the Opening Ceremonies. Ella said that Cabinet should explain how to identify the Cabinet and Alumni. Isabelle suggested explaining the Eight Key Concepts at Opening Ceremonies. Also, she thinks it would be a good idea to have all of the Logistics introduce themselves. Anna thinks the “Pinnies” were a great idea, but fell short in practice. The Logistics and Chaperones should get shirts next year. 3-Tions and the Welcoming Co-Chairs should have communicated better about emails sent to participants as both of their emails had very similar information.


Reflect: Katie gave a shout out to the Mount Saint Vincent University Security for always being kind and accommodating. Jasmine mentioned that for the last Skillbuilding session the doors were locked. Cam said that it was frustrating that they could not keep the door unlocked. Anna feels that conference attendees should not walk through the Library as there were complaints from the Library staff. She suggests that everyone walks outside.

Assess:  DJ suggested making a schedule of when the doors need to be unlocked. Quinn was confused as to why they cannot keep them unlocked. Cabinet discovered that the doors were locked for the last Skillbuilding session when the delegates did. For future events, someone should go check the doors before the delegates leave for Skillbuilding session. This will give Cabinet time to call Security and give them time to arrive. Renee mentioned that if someone calls security, that should be relayed to everyone on Cabinet to avoid multiple calls to Security. Ella said that Skillbuilders should be sent to their rooms before delegates so they can get ready for their session. Should the rooms all be locked, Renee suggests that Cabinet uses triage to prioritize which doors should be unlocked first. For example, First Aid and Mental Health First Aid would be very important rooms to unlock. Cabinet should all have the phone number in their contacts to reach the Mount Saint Vincent University security.

Sleeping Arrangements:

Focus: How Cabinet woke people up, explanation of room options, washrooms, bag storage.

How to Wake People Up

Reflect: When Katie was going around waking people up, she heard that there were horror stories being told about how Cabinet wakes delegates up. This caused them to be up before Cabinet got there. Katie heard good things about how Cabinet decided to wake them up, and the song choice. Cabinet should be using soft music during wake up at future conferences.

Explanation of Room Options

Reflect/Assess: Cameron said some people may not have understood what each room means and it made registration slower. Last year there were people who abused the Open Spectrum room and that did not happen this year. Anna said that there was a little bit of a language barrier when explaining rooms. She suggests since there were forms made in different languages, Cabinet should also consider finding a way to communicate the rooming options in different languages. Cameron said the Open Spectrum room tends to be communicated as a gender neutral space, but it’s also a space for people who feel like they would be more comfortable in a less populated space. He mentioned that having the Chaperones explain rooms while people were waiting to register made the registration process a lot smoother. Anna had noticed the Masculine Spectrum and Open Spectrum storage room was bigger than the one for Feminine Spectrum. As there are more conference attendees who identify as female than those who identify as male, it would make sense to give the Feminine Spectrum the bigger storage room.


Reflection: In the morning, Cameron noticed that there were girls in the male washroom. The primary concern is how it could cause discomfort for people who identify as male. It could also be a source of discomfort for Mount Saint Vincent University students.

Actions: Renee said that since there are so many females and only one washroom near the room, they should be able to have access to the male washroom to speed up the time to get ready in the morning. She suggested having someone monitor the washroom in case a male needs to use it. Cameron suggested communicating where all of the washrooms are, including the Gender Neutral ones. Katie said that creating more Gender Neutral spaces could be something that the Co-Premiers next year can discuss with Mount Saint Vincent University. Renee suggested making signs to help people locate washrooms.

Bag Storage

Reflect: Delegates should not bring valuables to conference. In the past, Valuables have been stored in a storage room by the Multi Purpose Room. Renee said that it should be suggested that people write their name on all of their belongings, so they cannot be misplaced, lost, or accidentally stolen.

Action: Cameron suggested making a list of everything that has been left behind before Cabinet leaves the University. This would ensure that if anyone got an email from someone looking for an item, the member of Cabinet would be able to answer quickly. Katie said in the future they could organize the items in the storage room by last name. For example, everyone with last names commencing with A-L would place their belongings on one side of the room.

Cabinet Room: If the Cabinet room is near where delegates are sleeping, they should be mindful when having conversations after lights out. The room should be located away from where others are sleeping, as Cabinet does have to meet after everyone has gone to bed.

Turnovers: Cabinet should look over these minutes again, when working on their positional Turnover Package. This is due on July 1st, 2019.

Demographic: Cameron made visual graphs to show the demographics of registered participants. This allows the Metro Regional Cabinet to look at where they need to direct their promotion towards. Blossom 2018 had 189 registered Delegates and Skillbuilders. Sir. John A. MacDonald High School sent the most students, but Eastern Shore District High School had the highest percentage of participants sent based on their school population. Dartmouth High School and Halifax West High School could be focal points for promotion next year. Attention also needs to be given to students in grade nines. No one in grade nine that attends a junior high school attended conference. Cameron thinks Cabinet should discuss ways to get students in grade nine more involved as Cabinet may not be giving them the best opportunity to.  Hosting a grade nine conference might be a good idea to consider. Anna said that it was hard to get junior high schools involved last year. Anna feels that junior high schools should get their own conference to cater to their needs. Ella said that if the Metro Regional Cabinet were to host a grade nine conference, they should divide up the Head School Representatives promotional workload. Katie said that as a School Representative, she enjoyed promoting to junior high schools and believes that it would be a great lesson for the School Representatives in professionalism. The date for a grade nine conference cannot interfere with any provincial conferences.

Use of Space: Jeremy felt that registration was held up because the feminine spectrum had to backtrack to their storage room, as it is located before registration. Also, he felt that having the registration for Engagement Sessions right after the registration with the 3-Tion caused a jam in the flow of Delegates. Fixing said issue would make registration quicker and improve the Delegates first impression of conference. He believes that this issue can be resolved by using the spaces booked in Rosaria more efficiently. For example, the open area on the second floor of Rosaria could be used for the Public Relations to do registration for Engagement Sessions. This would create a larger gap between the two lines and would allow everyone to drop off their bags before continuing with the rest of conference. It also guides people to the Multi Purpose Room for the welcoming activity, and would reduce the number of delegates who linger outside of that room. Another improvement to make would be to use the Multi Purpose Room more efficiently. This year it was used for meeting Skillbuilders, the welcoming activity, the masculine spectrum sleeping room, and the wake-up activity. He believes that a much better use of the space would be to use it as the feminine spectrum storage and sleeping room. This would eliminate the messiness of this year’s storage room for those who identified on the feminine spectrum. He suggest using the largest room available for the largest demographic of Metro’s attendees.

Motion to Adjourn: DJ motioned to adjourn the meeting and Ella seconded said motion. Motion passed, meeting adjourned.

Date of Next Meeting: TBD


Conference Committee Meeting Minutes – November 24, 2018

Conference Committee Meeting




Location: Saint Francis Xavier University


Time of commencement: 10:10


Time of Adjournment: 11:40


Duration: One hour and thirty minutes




Present Voting Members: Mary Stackaruk, Alex LeBlanc, Jack Clapperton, Wamfa Kumdoung, Mathew MacEachern, Angus Kennedy, Emily Webb, Aidan Doucet, Reya Hanspal, Ella Stacey, Kailey Webber


Present Non-Voting Members: Rebecca MacKeen


Regrets: Youna McGowan, Mitchell Aguinaga, Jasmine Metzler, Alex Torrealba, Brie MacPhee,


Positional Updates:


Secretary: She has been writing, editing, and posting the minutes. She has also been in contact with Steve regarding Spirit Wear. She brought some sample sizes to try on later in the meeting.

Also, she started a NSSSA Scholarship at her school. She sat at Parent-Teacher and raised $44 while promoting the organization to Parents who have never heard of it before.

Public Relations: Their regional conferences just ended so they are taking a little break before they ask companies for more monetary donations. The Co-Chairs recommended they should start thinking about opportunities to be presented at the Opportunities Fair. They should start giving donation letters to local businesses before the next meeting.


Skillbuilding Co-Chairs: Youna sent Mary the questions for the Skillbuilder Application forms. Alex suggests they start thinking about ideas for Epic with the WENDYS. Mary asks they have two solid skillbuilding sessions done by the December meeting.


3-Tions: They made a draft email and have started editing forms. 3-Tions should be checking in with the Skillbuilding Co-Chairs. Mary will talk to Lorne about getting the key to the PO Box. Mary suggested having a question on the application form concerning smoke breaks. Alex thinks Committee will have to work on the wording but it could be placed with medical conditions. 3-Tions should aim for forms to be done by the December meeting.


Welcoming Co-Chair: There is some left over Fuzzies from the regional conference. Jack has a box of yarn to give them.


Wendy: They have been focused on their regional conference.


Co-Chair: They have a keynote speaker and she will be bringing along her team. Mary and Kailey heard her speak at TEDx Dalhousie. Her name is Stephanie Pronk and she works for Common Good Solutions. Their team works with small businesses. Mary said we have to think about when during conference Committee wants them to speak. They are trying to get in contact with Drew Dudley, and are trying hard to get Seamus O’Regan. They are looking into finding an interactive keynote speaker, potentially a band.


New Business:


Logo: Conference Committee must decide on a logo for Synergy 2019. Some members mentioned the logo with Nova Scotia as a puzzle, which was discussed at the last meeting. Nova Scotia would be diagonal and Synergy would be written across horizontally in white. The puzzle pieces would be different colours and represent each region. Committee talked about colour options for the t-shirts. Mary suggest black, and Alex suggested a heather grey. Everyone on Conference Committee should make a draft to bring to the meeting on December 21 and they will make a final decision.


Bags: Alex met with Saint Francis Xavier University Conference Services. They discussed options to change up delegate bags. She suggested fanny packs or a tote bag that folds into a pocket. Also, they were talking about changing the water bottles to tumblers. The only issue with tumblers is they do not seal as well as water bottles do. Angus suggested getting both the tote bag and fanny pack. Alex will look into the cost to do both.


Aidan motioned that Conference Committee orders the large fanny pack and pocket tote bag for the NSSSA provincial conference, Synergy 2019. Emily seconded said motion.


The fanny pack would include the Saint Francis Xavier University logo as well as the NSSSA logo. Alex will look into colour options.


Motion passed unanimously. The Conference Committee will be ordering both the large fanny pack and the pocket tote bag for the NSSSA provincial conference, Synergy 2019.


Clothing Order: There was a poll in the Google Classroom for Conference Committee to vote on their favourite colour windbreaker. The top options are Navy and Red.  They will vote on the Google Classroom on their favourite between the two. Committee tried on sample sizes of windbreakers and baseball tees. Then they gave Kailey their sizes and what name they want on the sleeve of their windbreakers. She also asked.


Ancillary services: Conference Committee will be making a video with St. Francis Xavier University Ancillary celery Services. Angus suggested filming the Committee on a tour of the university. Each position could talk about the different facilities used during the provincial conference. They made a list of facilities used, including; Field, Residence, Meal Hall, Schwartz, Keating Millennium Centre, Bloomfield, and the sidewalks. Welcoming Co-Chairs will take Residence and the Field. WENDYS will take the Millennium Centre and dance room. The Skillbuilding Co-Chairs will have Schwartz. 3-Tions will take the chill room, which is used for the Late Nighter, Public Relations will take the sidewalk, and Secretary will take the auditorium in Schwartz. The Co-Chairs will take Meal Hall. Members are asked to think about what to say and do during the video. It will be filmed at the January meeting.


Secret Santa: Committee picked names for Secret Santa. The Christmas meeting will be December 21 at 8pm.


Video Games: Ella knows how to create video games and she thought it would be cool to make a synergy game that could be played at the welcoming night activity. The person who receives the highest score could get a prize from the Public Relations.


Committee Information: 3-Tions want the members of Conference Committee’s information within the next two weeks. They are looking for; name, grade, email, and school. As well as parent/guardian’s names, emergency contact information, medical issues, and dietary concerns.


Motion of Adjournment: Kailey motioned to adjourn the meeting. Angus seconded said motion. Motion passed, meeting adjourned.


Date of the Next Meeting: December 21, 2018.


Chignecto Meeting Minutes – December 9th 2018

Minutes from:


Chignecto Regional Cabinet Meeting



Location: Truro Library


Time of commencement: 1:15

Time of Adjournment: 2:04

Duration: 49 minutes


– Attendance –


Present Voting Members: Jorja Smith, Beth McNeill, Emily Chauder, Kelsey Hann, Clarissa Pasion

Present Non-voting: Linda Suo

Regrets: Josh Lohnes, Zoe Morgan, Brady Webb, Mullen Boulter, Maddie Tennant, Emma Trottier

No shows:


– Updates –


New Business:

Cabinet debriefed the Junior Event. Delegates, advisors and skillbuilders were content and gave great feedback on how smoothly the conference went.The participation and attitudes of the delegates were great and there was a clear change of the two between the start and end of conference.

In regards to things that need improvement, only skillbuilders are supposed to be in skillbuilding sessions; all others should stay out. When buying things, it is important that things are ran through the co-premiers before they are bought, not after. Epic went well, but in order for it to be better, the plan should be thoroughly discussed at a meeting before conference. For Regionals, it is expected that we have actual delegate bags with things in them. Most businesses that did not donate for the Junior Event said that they would donate towards Regional Conference. If Cabinet finds a venue as soon as possible, forms can be put out sooner. This leaves room for error and keeps things organized. We also need to press schools to make sure they contact the 3-tion to reassure that their registration forms were received.

Co-Premiers: Co-premiers have been looking into venue options. The Emmanuel Baptist Church declined because of Sunday school. The Tatamagouche Centre was good but was really expensive at about 120 dollars per person. The best current option is the Debert Conference Centre. They provide conference rooms, 3 meals with great food and accommodations with actual beds. They give a good price and it would be ideal for Chignecto to develop a relationship with this venue for future conferences. Co-premiers will inquire about having a dance at this venue and will try to get the venue confirmed before christmas.

Canadian tire donated an 1800 dollar gym set. Cabinet discussed doing a raffle on it. Another option is to just put it on kijiji and get the money upfront all at once to Fundraise the t-shirt cost.

A lot of car dealers and accountants give cash donations towards conferences so Cabinet and Public Relations should look into that.

The unconfirmed date for regionals will be February 2-3 and cabinet would set up on 1st.

The goal for Regional conference is 40 delegates


SkillBuilding Chairs:

Public Relations:


Head School Representatives:

Welcoming Chair:


Adjournment: Clarissa adjourned the meeting, Kelsey seconded the motion.

Sou’West Meeting Minutes-November 25, 2018

Sou’West Regional Cabinet Meeting – November 25, 2018


Location: 27 Shreve St, Digby, NS


Time of Commencement: 15:00


Time of Adjournment: 15:50


Duration: 50 minutes




Present Voting members: Zoe Marshall, Libby Graham, Addie Hersey, Jacqueline Tan, Owen Wood, Olivia Cook, Tate Vachon, Bronwyn Inness


Present Non-Voting Members: Michelle Talbot, Court Mahar


Regrets: Emma Hiltz, Olivia Walker, Kenzie Robinson-Jordan, Payton Tupper, Jayde Corkum


No Shows: Reem Eissa




Co-Premiers: The Regional Conference date has been moved to March 2nd and 3rd due to low numbers.


Advisor: The Regional Conference has been insured.


Skillbuilding Co-Chairs: The skillbuilding retreat will now be held on the 24th of February.


3-tions: The new deadline for forms will be February 21st. The refund deadline is February 26th.


Public Relations: A video should be made to advertise the Regional Conference. The keynote speaker has been confirmed and an email has been sent out asking if they can attend the new conference date.


Head School Representatives: Head School Representatives have been doing lots of presentations and advertising! As many presentations as possible are needed!


Secretary: The year on the Regional Conference t-shirts should be changed to just ‘2019’ if possible.


New Business


Regional Conference: The date of the conference has been moved to March 2nd and 3rd. Since most of the positions have completed their required tasks, each member should work on promoting the conference in their school! Especially in January and February, members should spread the word of the Sou’West conference, look for chaperones for their school, talk to their principals about the conference, and help out the Head School Representatives as much as they can.


Fundraising: Into the new year, the cabinet will look into doing a fundraiser for the Provincial conference.


Adjournment: Tate Vachon motioned to adjourn this meeting. Owen Wood seconded this motion. Motion passed, meeting adjourned.


The next regional cabinet meeting for Sou’West will be held January 6th at 15:00 in the Digby Arena.


Inclusion Meeting Minutes 20180929

NSSSA Minutes From:

Inclusion Committee Meeting



Location: MSVU Evaristus Room 102                                                                    

Time of Commencement:10:07am                                                                                            

Time of Adjournment: 11:03am

Duration: 50 minutes



Present Voting Members: Maggie Biggs, Alyssa Malay, Brianna Fitzgerald, Ciara Harris                          

Present Non-Voting Members: Meagan Soley

Regrets: Margaret Lee, Cath Densmore, Anna Campbell, Angus Kennedy, Mitchell Aguinaga, Ella Stacey, Jasmine Metzler, Emily Webb, Matt Walsh, Renee McLeod, Kaleigh McLeod



To start the meeting, the committee introduced themselves, and then Ciara explained how each position differs on the Inclusion cabinet compared to other NSSSA cabinets. The discussion of each position is as follows:


3-Tions: The role of the 3-tion is very important on IC, as there is a lot more detail on IC forms. There is a lot more to be entered into the database, as the forms will have a lot more things like food allergies, whether a delegate is prone to seizures, and other health concerns. If 3-tions have any questions, Abe is their best resource. As the committee currently has only two 3-tions, and since Angus lives in Antigonish (so he can’t access the mailbox) Ciara is currently looking for another 3-tion that lives in Metro. It was also discussed that since Angus won’t be doing a lot of the entering into the database, that he could potentially help the PR’s after forms have been released.


Skill Building Chair: On IC, the Skillbuilding Chair must take different disabilities into account when creating the skillbuilding manual. Meagan brought up one example: you wouldn’t do two truths and a lie as a Skillbuilding activity at IC, because that would be very confusing for an autistic delegate. Other factors to keep into account are whether an activity involves fine motor skills, or how easily adapted an activity can be. The SB chair should share activity ideas with the whole committee so we can make sure they are inclusive. The skillbuilding/DA retreat could also potentially have speakers from different disability organizations to help DA’s and skillbuilders  understand their needs.


Public Relations: The public relations for Inclusion should be looking for disability-specific pamphlets/other items for the delegate bags. The same goes for the opportunities fair: booths can include organizations like Autism Nova Scotia, the Halifax Nova Scotia Down Syndrome Society, Easter Seals, etc. PR’s should note that the delegate bags and opportunities fair can have the same organizations. PR’s can only start contacting businesses and organizations once we have a conference name.  


WENDYs: The main difference between IC Wendys and other Wendys is that at Inclusion, the Wendys should have one or two cheers that they focus on for the whole conference, rather than different ones every time. By focusing on only a few cheers, this gives everyone a chance to learn them, so they can feel included. These cheers should also be included in the delegate manual so they are easier to follow.


Welcoming Co-Chairs: Inclusion conference has usually used fuzzies as the main part of the welcoming activity, but the Welcoming Co-Chairs are encouraged to think of something that could be more accessible. It has always been a concern that some delegates might find tying the fuzzies to be difficult, so if the Welcloming Co-Chairs can come up with a welcoming activity that doesn’t use fine motor skills, that would be wonderful. Other than that, Inclusion conferences usually have other stuff going on during the welcoming activity, such as colouring, facepaint, or games. Meagan suggested that some activities could be held outside the MPR because the noise can be overwhelming for some delegates.


Secretary: Since IC only meets once a month, it is important that regrets send an update over email. Since it is the first meeting, updates were not required, but for subsequent meetings they will be very important. All members of the committee must read the minutes and reply with the codeword.


Communications: Promotion within the learning centers at schools in essential. We also put an emphasis on schools that have Best Buddies chapters, as buddies are able to attend the conference together. Committee members will be expected to help Jasmine with presentations at school, so we can present to as many schools as possible. Many hands make light work, so committee members should be prepared to do presentations at their own schools as well as others.


Head Mental Health First Aid: Anna has already started her mental health first aid it. Currently there are menstrual products, stress balls, coloring books, markers, colored pencils, fidget spinners, tums, bandaids, bubbles and a pinwheel. If anyone has any suggestions for things to add, let Anna know.


New Business:


Postitions that are still needed: Ciara is currently looking for another PR, a 3-tion who lives in the Metro region, a DA Chair, and a Head First Aid (she is likely going to talk to James Grant or Julia Lawrence about that.)


Partner communication: Partners should talk once a week about their position. This can either be in person, or over the phone. Consistent communication is key to the success of your position. If partners have any issues or disagreements, they should go to Ciara for advice. If both partners are unaware or confused about what they should be doing, they should ask Ciara ASAP. It is better to admit you’re confused early on than right before conference.


Promotion: Ciara plans on doing conference touring. Although we need to promote to potential DA’s and Skillbuilders, promotion should be focused on getting our delegate numbers up. This means promotion should be done primarily in learning centers and Best Buddies chapters. Promotion should also begin early so people have time to come up with the money to attend conference.


T-Shirt issue: T-shirts are very expensive, and with the attendance at IC usually being somewhat unpredictable, they often make us lose a significant amount of money. The committee is encouraged to think of alternatives to T-shirts. We could have some item that doesn’t have the conference name on it, just NSSSA Inclusion, that way if we had some left over, they could be used in subsequent years. Ideas proposed were patches and stickers.


Conference Name: Name needs to sound professional, so that it doesn’t hinder the PR’s ability to get donations. However, it should still sound fun/inspiring, and IC has a longstanding tradition of having names with acronyms. All committee members should think of a potential name to be brought up at the next meeting.

Adjournment: Alyssa motioned to adjourn the meeting at 11:03, Brianna seconded the motion.

Sou’West Meeting Minutes-November 18, 2018

Sou’West Regional Cabinet Meeting – November 18, 2018


Location: 27 Shreve St, Digby, NS


Time of Commencement: 15:18


Time of Adjournment: 16:17


Duration: 59 minutes




Present Voting members: Reem Eissa, Emma Hiltz, Olivia Walker, Jacqueline Tan, Zoe Marshall, Olivia Cook, Natalie Baker, Owen Wood, Libby Graham, Tate Vachon, Bronwyn Inness, Addie Hersey


Present Non-Voting Members: Michelle Talbot


Regrets: Kenzie Robinson-Jordan, Payton Tupper, Jayde Corkum


No Shows: N/A




Skillbuilding Co-Chairs: Skillbuilding sessions have been brainstormed. The skillbuilding retreat is next Sunday (WENDYs will be there to discuss EPIC with the skillbuilders!).


WENDYs: EPIC has been planned, as well as the talent show. A late night game must be planned.


3-tions: All forms have been made and sent out. A database has also been made and shared.


Public Relations: An email has been sent out to a possible keynote speaker.


Welcoming Co-Chairs: Yarn has been collected (there are lots of fuzzies left over from the Junior Event), but more yarn is still needed. The welcoming email has been retyped with the correct school and is ready to be sent. A packing list has been made. Welcoming Co-Chairs are planning games. The questions for the delegate manual will be the same as they were for the Junior Event manual (with one taken out to shorten it!).


Head School Representatives: Schools have been divided up into regions and the Head School Representatives have started contacting schools and handing out forms. A few presentations have been made and have gone really well!


Secretary: Both the cabinet wear order and the conference t-shirt order have been sent out.


Food Co-Chair: The food manual has been made and will be edited appropriately when all the forms are in. The budget is being made. Most of the food will be purchased this Friday.


New Business


Decorations: There will be a flame theme at the Regional Conference. A photobooth will be made to match the theme.


Dance: Student council at Digby Regional High School has speakers for the dance as well as a “DJ” light system.


Regional Conference: A Kahoot needs to be made, so cabinet members should send in any ideas they have! All members should be at DRHS on the Friday before the conference!


Adjournment: Tate Vachon motioned to adjourn this meeting. Jacqueline Tan seconded this motion. Motion passed, meeting adjourned.

The next regional cabinet meeting for Sou’West will be held on November 25th at 15:00 in the Digby Arena.

Strait Meeting Minutes – November 10th, 2018


NSSSA Minutes From:

Strait Regional Cabinet Meeting



Location: 5555 Union Pl, Antigonish

Time of Commencement: 4:34pm

Time of Adjournment: 5:30pm

Duration: 56 minutes


Present Voting Members: Noor Mohrez, Molly Vokey, Monica Lumsden, Jack Clapperton, Payton MacMillan, Maddie Ehler, Emma Jukes, Kinnon Wallace, Tessa Pelrine, Ria Jurrlink, Sam Silver, Mathew MacEachern, Kara MacDougall, Wamfa Kumoung, Angus Kennedy, Margaret Ann Gillis

Present Non-Voting Members: Logan Fox, Avery LeLièvre, Will Bowie, Dawn Thompson, Paddy Wallace


Regrets: Zac Foran, Aidan Doucet, Katelynn Libbus





  • Completed database.


Skill Building Co-Chairs:

  • Finialized skillbuilder partners.
  • Prepared for retreat.
  • Held successful retreat.
  • Collecting SB materials.


Public Relations:

  • Finished up visiting businesses
  • Received monetary donations from Guysborough.
  • Organized how-to sessions and booths.



  • Practiced cheers.
  • Making a setlist of cheers for G.R.O.O.V.E.
  • Making a costume database.


Head School Reps:

  • Sorted out refunds for delegates.
  • Organized final delegate number after refunds were processed.
  • Communicated conference details with reps.


Welcoming Co-Chairs:

  • Attached the itinerary PDF to the welcoming email and is ready to be sent out.
  • Finished organizing fuzzies.
  • Made a playlist for the welcoming activity.
  • Made a backup plan for welcoming activity incase delegates get bored of fuzzying.



  • Sent out November 4th’s meeting minutes.
  • Posted minutes.
  • Regional t-shirts are ready and will be shipped to Antigonish this week.




  • Had meeting with StFX
    • Discussed food options and prices. Decided on lasagna ($8.93) for lunch, turkey dinner ($13.50) for supper and meal hall breakfast ($8.26).
    • Talked about GeoFilter will be putting St.FX’s logo in it. NSSSA will be covering the cost of the filter.
    • Marry Jessie will be opening at our conference and Kevin speaking at closing ceremonies.
    • Secured the package on skillbuilding manuals.
  • Delegate manuals were printed without St.FX’s logo, but inserts of St.FX’s will be printed and added to the delegate manuals.
  • Found another advisor from Dr.J.
  • Contract from St.FX will be finalised after a few details are clarified.
  • Found second delegate assistant.
  • Organized refunds.
  • Deposited several cheques.


Head Logistics:


Head Chaperones:


Head First Aid:

  • Picked up medications and donated supplies for conference.


Head Mental Health First Aid:


Regional Advisor:

  • Finished advisor lists and SB groups.


New Business:


EPIC Materials:

  • The following cabinet members must remember to bring these particular props for the EPIC vines.
  • Croissant- Wamfa.
  • Road work ahead sign, avocado, trays, fake rat- Emma.
  • Blue denim shirt- Monica
  • Potato, beet – Kinnon
  • Chicken suit- Margaret Ann
  • Sunglasses- Kara
  • Spiderman suit- Josh (not on cabinet)


SB supplies:

  • Need paper and cue cards for sessions.
  • Cabinet is asked to search for as many cue cards as they can find.



  • 5 workshops are confirmed- Showtime, The Highland Bike Shop, Credit union, belly dancing, dance with Maureen Fraser, and university prep.
  • How-to booths include; how to fuzzy, juggle, wendy, glow, facepainting, positive messages, magnetic-poetry-rapping, how-to apply for RC/skillbuilding, photobooth.
  • People running booths must make posters for booths.


Media contest prizes:

  • Travel mugs, bags, and pizza coupons will be given to contest winners.


Reminders for cabinet:

  • Make packing list for conference to ensure nothing important is forgotten.
  • Start turn over package for your position early to remember key pointers.



  • Monica motioned that delegates who have requested a refund will be replaced by delegates who missed the form deadline.
  • Cabinet was unanimously in favour to the motion.
  • Motion was passed.

Adjournment: Sam motioned to adjourn the meeting. Kara seconded the motion. Meeting was adjourned.

Metro Meeting Minutes – November 4, 2018

Metro Regional Cabinet Meeting


Location: Mount Saint Vincent University

Time of commencement: 19:03

Time of Adjournment: 21:29

Duration: Two hours and twenty-six minutes


Present Voting Members: Katie Bates, Becca MacAulay, Brooke Betyna, Youna McGowan, Jasmine Metzler, Alex Torrealba, DJ Shuman, Kailey Webber, Emily Webb, Ella Stacey, Julia Gonzales, Mitchell Aguinaga, Bleona Sahiti, Matthew Boutilier, Cameron Fiander, Isabelle Parmiter, Emily Robichaud, Renee McLeod

Present Non-Voting Members: Qendresa Sahiti, Anna Gaudet, Fortesa Sahiti, Quinn MacIsaac

Regrets: N/A

Positional Updates:

Secretary: She has been working on minutes.

Public Relations: Alex has twelve engagement sessions confirmed. The confirmed session topics are; Makeup, Living Eco-Friendly, Engineering, Gymnastics, Yoga, Improv, Balloon Animals, Aubcon, Scholarships, Inclusion, Sea Turtles, LGBTQ+, and Drag Queens. The Delegate Manual is ready. DJ got a monetary donation. Isabelle will be getting a cake for the winners of Epic.

Skillbuilding Co-Chairs: The Skillbuilding Retreat took place on Saturday, November 3. Almost every Skillbuilder was present. The Skillbuilding Manual has been sent to Mount Saint Vincent University for print. There are 32 Skillbuilders confirmed. They need egg cartons for one of the Skillbuilding activities. Julia L. will pick up the seeds and soil to plant in the egg cartons.

Head School Representatives: They are going to create the lunch schedule.

3-Tions: They currently have entered over 200 forms into the database. They are still waiting for cheques to arrive from some schools. They created the room list. Logistics and Chaperones will share a room. Fortesa advised the 3-Tions that the Mental Health First Aid and First Aid should be located in separate rooms, but both should be as central as possible. Quinn suggested that although the Advisors sleep in Vinnie’s Pub, there should be another room for the Advisors to do work and have a social area. The confirmation email should be sent out soon.

Welcoming Co-Chair: They are going to count their Fuzzies tonight. They believe they have enough finished. They have to wait to receive the final database before sending out the welcoming email.  Julia G. asked for the itinerary, so Becca will send it to everyone on Cabinet.

Wendy: The theme for the Talent Show will be the 90s. They requested that bright colours be added to the packing list. They made a few changes to Epic, but it still has the same concept. Every station will now be in Seton. They plan to show the Logistics their plan for Epic. At the Skillbuilding Retreat they taught everyone a few cheers. They will send cabinet a copy of the Cheer Bible. During Epic, Cabinet will be at the finish line ready for teams to finish. They will need a few members of Cabinet to run the Flower Station. Renee suggested that Cabinet does a performance together at the Talent Show. Fortesa asked how the WENDYs plan to change their costumes. She advised them that in the past there have been a lot of participation in the Talent Show, therefore they might not have enough costumes to change throughout the day as well as in between acts. She suggested that they switch costumes throughout the day and have one outfit for the Talent Show. Mitchell has foam mats for the Skillbuilding Co-Chairs. Julia L. advised them to make a set list of cheers. Mitchell made a playlist for conference.

Co-Premier: They met with Mount Saint Vincent University and signed the contract. They sent Jeremy the manuals. Becca met with Lindell Smith over the phone. They made positional itineraries. They have pinies for the Logistics and Chaperones.

Head First Aid: She has her team. Qendresa just needs to know what room she will be in and where every AED is located.

Head Logistics: They have ten Logistics confirmed to be on their team.

Head Chaperones: They have enough for three people per room. There will be coffee and snacks provided for the Chaperones as they have to stay up all night. Julia L. said in the past the rule has been as long as no less than two chaperones are awake it is fine for the others to take naps.

New Business:

What to expect:  Cabinet had some time to meet with their partners to create a list of what needs to be completed by Friday. Julia L. will pick items up if anyone needs anything for conference. Quinn and Julia L. will send the email to the Advisors. The Co-Premiers will be contacting some positions for a group check-in.

Conference T-Shirts: The Metro Regional Cabinet currently has 93 shirts to make delegate bags out of. Quinn will email Alumni telling them to bring old conference t-shirts.

Snapchat Filters: Fortesa advised the Co-Premiers that if by Monday they submitted a request for a Snapchat filter, they might get it for free.  If not, it should cost around $30.

Contests: Isabelle might be receiving Discovery Centre passes as a donation. They could be a prize for a contest on social media.

Communication: Cabinet tested out the Zello app which will be used as the main source of communication between Cabinet members. Julia L. suggested everyone on Cabinet should headphones with a microphone. Cabinet passed their phones around to ensure no one was missing anyone phone numbers.

Conference Eve: Conference Eve will be held this Friday, November 9 starting at 6pm. Cabinet will meet in their regular meeting room. Kailey will be making a post for people to comment what they plan on bringing. Julia L. would like all print requests by Friday at noon. Ella offered her house to any Cabinet members who need a place to stay Friday night after Conference Eve. Mitchell suggested that everyone on cabinet gets their flu shot by Monday, November 5 so it will kick in before conference.

Conference: Everyone on cabinet should be wearing at least one of their Cabinet wear at all times. Fortesa asked whether caffeine will be banned at conference this year. Julia L. suggested not to mention it. With the new smoking laws, the Designated Smoking Area is far from the building so there will have to be a schedule for trips. The list of dietary concerns should be sent to Becca. Cabinet and Logistics will be in Seton to help people arrive to their Engagement Sessions. Yoga and Gymnastics will need a larger space. There will be a Remembrance Day ceremony on Sunday during closing ceremonies. Anna G. will send her Kahoot to Renee.

Motion of Adjournment: Julia motioned to adjourn the meeting, Ella seconded said motion. Motion passed, meeting adjourned.

Date of the Next Meeting: November 9, 2018

Metro Meeting Minutes – October 28, 2018

Metro Regional Cabinet Meeting


Location: Mount Saint Vincent University

Time of commencement: 19:13

Time of Adjournment: 20:09

Duration: Fifty-six minutes


Present Voting Members: Becca MacAulay, Brooke Betyna, Youna McGowan, Jasmine Metzler, Alex Torrealba, DJ Shuman, Kailey Webber, Emily Webb, Ella Stacey, Julia Gonzales, Bleona Sahiti, Matthew Boutilier, Cameron Fiander, Isabelle Parmiter, Renee McLeod

Present Non-Voting Members: Qendresa Sahiti, Fortesa Sahiti

Regrets: Katie Bates, Mitchell Aguinaga, Emily Robichaud

Positional Updates:

Secretary: She has been working on the minutes.

Public Relations: Alex has nine confirmed Engagement Sessions. Isabelle needs everyone to respond to her email regarding Cabinet profiles to go in the Delegate Manual. She asks anyone who has not responded to do so by Monday, October 29. DJ has not heard back from any businesses about monetary donations. Becca and Fortesa advised him to call and show up to the business and follow through. The Delegate Manual is almost done.

Skillbuilding Co-Chairs: They have been reviewing the Skillbuilding application forms. They are currently planning the Skillbuilder retreat which is November 3. At the retreat, Anna C. will present a Mental Health video. Also the WENDYS will present Epic.

Head School Representatives: They need to draft their email to Advisors as well as create the lunch schedule.

3-Tions: The 3-Tions have been receiving forms and placing them in the database.

Welcoming Co-Chair: They made a draft of the packing list and are continuing to make more fuzzies.

Wendy: They have made a list of supplies for epic. They will make a sheet so Cabinet Members can sign up to bring items. Some examples include; a large puzzle, flashlights, some loose leaf, a sandbox, rocks to make an Inukshuk.

Co-Premier: The Metro Regional Cabinet is providing five scholarships. Becca will give the 3-Tions the information of the people receiving scholarships. Becca suggested that in the future there should be better promotion of scholarships. They got another Keynote speaker booked, his name is Quentrel Provo.

Head First Aid: Qendresa needs an update on the First Aid Kit. She has also given Bleona the forms for the people providing First Aid at conference.

Head Chaperones: They have been getting a team together. Fortesa feels that they should only need ten Chaperones for conference.

New Business:

Engagement Sessions: There needs to be better communication between the people giving delegates their Engagement Session room numbers. An idea to differentiate the first and second session would be to put a one by the first room number, then a two with the second. There should be people telling people about the pumpkin Engagement Sessions while they wait to register. Alex offered to work on making posters for the Engagement Session and place them along the wall so delegates can read them before they register. Isabelle is going to add step-by-step instructions on how to make the T-Shirt bags into the Delegate Manual.

Delegate Manual: The Delegate Manual as well as the Skillbuilding Manual needs to be sent to Mount Saint Vincent University no later than November 1.

Conference Eve: Conference Eve occurs the evening before conference. It is a night of preparation for Cabinet where they do anything they need to get done for conference. It will be held at Mount Saint Vincent University on Friday, November 9 starting at 7:00pm. The main task is to put all of the items for the Delegate bags in the skillbuilding rooms. Isabelle suggested assigning rooms to Cabinet Members prior to Conference Eve. There will be a Potluck and Becca will make a post in the Facebook page for members of Cabinet to sign up to bring food. The Co-Premiers will have a list of what to do at Conference Eve, but each individual position is asked to make their own to-do list.

T-Shirt Bags: Qendresa wanted to know how many shirts the Cabinet has to make the T-Shirt bags. Cabinet will be receiving shirts from Alex LeBlanc, Lorne Abramson, and Eliza Nobes. If Cabinet does not have enough shirts, Lorne has offered to donate bags from Diabetes Canada.

Motion of Adjournment: Ella motioned to adjourn the meeting, Bleona seconded said motion. Motion passed, meeting adjourned.

Date of the Next Meeting: Sunday, November 4

Strait Meeting Minutes – November 4th, 2018


NSSSA Minutes From:

Strait Regional Cabinet Meeting



Location:               1 Harbour view court

Time of Commencement: 5:08pm

Time of Adjournment: 6:03pm

Duration: 55 minutes


Present Voting Members: Payton MacMillan, Maddie Ehler, Margaret Ann Gillis, Kara MacDougall, Kinnon Wallace, Sam Silver, Wamfa Kumdoung, Monica Lumsden, Jack Clapperton, Mathew McEachern, Tessa Pelrine, Angus Kennedy, Aidan Doucet, Ria Juurlink, Emma Jukes, Noor Mohrez, Molly Vokey

Present Non-Voting Members: Dawn Thompson, Will Bowie, Logan Fox, Katelynn Libbus, Avery LeLièvre


Regrets: Paddy Wallace, Zac Foran





  • Entered more forms into the database.
  • Started assigning delegates to advisors.


Skill Building Co-Chairs:

  • Finalized G.R.O.O.V.E skillbuilding manual.
  • Selected skillbuilders.
  • Sent confirmation email to skillbuilders.
  • Creating list of materials needed for SB sessions.


Public Relations:

  • Delegate manual was finalized and sent to St.FX to be printed.
  • Received 200 Tim Hortons coupons.
  • Received donations from Boston Pizza this week.



  • Finished EPIC.
  • Practiced cheers.


Head School Reps:

  • Helped Kara and the co-premiers finalize the G.R.O.O.V.E. shirt order.
  • Contacted all reps to make sure all forms were sent to 3-tions.


Welcoming Co-Chairs:

  • Completed the packing list and made into a PDF document.
  • Completed the welcoming email and is ready to send out.
  • Counted and organised fuzzies.



  • Sent out minutes from October 28th’s meeting.
  • Post minutes on NSSSA website.
  • Finalized G.R.O.O.V.E shirt numbers and sent them to First Choice.



  • Been in touch with Rebecca Mesay via email and phone call. She is confirmed as our speaker.
  • Set up a meeting with Sodexo and event coordinators.
  • Placed and confirmed order for Radios and headsets with Bell.
  • Reviewed Sponsorship applications.
  • Helped to finalize T shirt order.
  • Helped to select Skillbuilder pairs.
  • Selected Nov 24th as potential date for open house. In contact with Mary Jessie.
  • Working on arrangements for driving students who struggle with walking long distances.
  • Selected one DA for a delegate.
  • Booked dance studio for advisor sleeping space.
  • Arranged delegate refunds.


Head Logistics:


Head Chaperones:


Head First Aid:


Head Mental Health First Aid:

  • Looking for another mental health first aid for conference.


Regional Advisor:

  • Edited delegate and skillbuilding manuals.
  • Edited packing list and welcoming email.
  • Organized advisors for delegates from outside regions.


New Business:


Delegate Assistant

  • Have one DA for G.R.O.O.V.E, cabinet is looking for another.


How-to Booths

  • Cabinet was reminded to send booth idea to the PRs for the how-to fair ASAP.


StFX Open House

  • The StFX open house for NSSSA cabinets will mostly likely be held on November 24th. Cabinet is encouraged to attend.



  • Wendy’s picked out 13 vines to be recreated during EPIC. Each stationed skillbuilder will have a prop that correlates to their specific vine.
  • Initially, groups will try to guess each vine in order to begin recreating it. If the group is unable to guess the vine, they will play a short game or challenge in order to watch the vine and then continue to recreate it.
  • Groups try to guess first, if they can’t get it they have to play a short game to watch vine
  • The vines will be marked on creativity, rated out of 3 points.
  • If there is tie, groups points will be awarded for the amount of vines completed.


Skillbuilding Retreat

  • Is on Saturday, November 10th.
  • Cabinet should level out with non-cabinet member skill buildings during retreat.
  • A mandatory meeting will be after the retreat.
  • Rebecca Mesay is coming to do a short run-through of her speech with RC between retreat and meeting.


Meeting with St.FX

  • Co-premiers are having a meeting with StFX to discuss meal hall bracelets, meal prices, and driving arrangements during conference for physically restricted delegates. They will also discuss a geofilter for conference. The geofilter design will be finalized this week.

Adjournment: Sam motioned to adjourn the meeting. Angus seconded the motion. Meeting was adjourned.