Conference Committee Meeting Minutes – October 28, 2018

Conference Committee Meeting

20181028

Location: Mount Saint Vincent University

Time of commencement: 10:29

Time of Adjournment: 12:07

Duration: One hour and thirty eight minutes

Attendance:

Present Voting Members: Mary Stackaruk, Alex LeBlanc, Alex Torrealba, Jack Clapperton, Mathew MacEachern, Angus Kennedy, Emily Webb, Jasmine Metzler, Aidan Doucet, Youna McGowan, Ella Stacey, Mitchell Aguinaga, Kailey Webber,  Brie MacPhee, Reya Hanspal

Present Non-Voting Members: N/A

Regrets: Katelyn Libbus, Wamfa Kumdoung

Positional Updates:

Secretary: Kailey edited, sent, re-edited, then posted the minutes.

Public Relations: The Public Relations made a group chat and read over the Corporate Package. There is not much they can do until the Conference Committee confirms a conference name.

Skillbuilding Co-Chairs: Youna wrote up a few questions for the Skillbuilder application form. She has six questions. Alex suggested that they look at past years’ skillbuilding manuals for activity ideas as well as game ideas.

3-Tions: They have been getting to know each other. Mary suggested that they can start making registration forms.

Welcoming Co-Chair: They have been working on getting more yarn. Alex L suggested they should brainstorm ideas for the welcoming activity and potentially find a way to make it different from past conferences.

Wendy: Mitchell and Alex T each have costumes ready to go. They should start working with the Welcoming Co-Chairs to plan the welcoming night activity.

Co-Chair: Mary and Alex met with St. Francis Xavier following the last Conference Committee meeting. There is a lady who wants the Conference Committee to make something promotional to promote what the university offers. This would be great promotion for both the Nova Scotia Secondary School Students’ Association and St. Francis Xavier University. They also learned there are no restrictions on how to give out scholarships for conference.

New Business:

Valley: The Valley Regional Conference was supposed to be held from November 24 to the 25. This would have interfered with the Conference Committee’s scheduled meeting for November which was planned to be the 24. The conference has been postponed, therefore the meeting will remain scheduled to be held November 24.

Committee Wear: The top options for Committee Wear were; Crewnecks, Hoodies, Quarter Zips, and Windbreakers. An informal vote narrowed the options down to either Quarter Zips or Windbreakers. The Committee decided to order Windbreakers, Baseball Tees and Patches.

Conference Name: Some ideas for conference names were; Galaxy, Brilliant, Brilliance, Strive, Aurora, Journey, Believe, Quest, Stride, and Synergy. After some elimination, the popular names were: Brilliance, Strive, Journey, and Synergy. After long deliberation, the top two options are Synergy and Journey. The Committee weighed out the positives of each name. For Synergy; it would be easy to create skillbuilding activities based around teamwork, it seems professional which may be beneficial for Public Relations, good theme for a Keynote Speaker. For Journey; could have a cool welcoming video, good theme for a Keynote Speaker, Epic could be a map or have the theme of an adventure. There was concern that Journey might be too broad and too close to rise up and Reaching New Heights, and Synergy might be too specific. Mary suggested that a Welcoming video for Synergy could be themed around Mary and Alex looking for qualities, for example; spirit.  In the video, each member of the Committee would give them a quality that could be related to their position. Teamwork would be the theme of Synergy as by definition, it is when two or more agents work together to produce a combined effect greater than the sum of their separate effects. An informal vote took place and Synergy won unanimously.

Jack motioned to name the Provincial Conference “Synergy 2019”. Aidan seconded  said motion.

Motion passed unanimously. “Synergy 2019” will be the name of the Provincial Conference.

Logo: The Committee discussed ideas for the Conference Logo. Ideas discussed were; two substances combining, a logo spelling out Synergy with elements from the Periodic Table, people building a pyramid, something electricity relates, a puzzle. Mitchell suggested working with Canvas Clothing and ask them to design the logo. The most popular idea was to have a puzzle in the shape of Nova Scotia split into each region. The shirt would be black and each region would be their regional colour. Also, “Synergy” would be written in white and placed horizontally across the province. All members are asked to draft up an idea then submit them to Alex L. There will be a vote held at the November meeting.

Full Value Contract: A pair of jean shorts were passed around as the Full Value Contract. Committee Members signed their name and wrote the eight key concepts on the shorts.

Christmas: Mary and her Mom has offered to host a Conference Committee Christmas themed sleepover. This would be a great opportunity for the committee to get to know each other better. The December Conference Committee meeting will be held Friday, December 21 at 8:00pm.

Holiday Card: Jack and Angus work at Staples. Jack mentioned that there is currently a sale on Christmas cards. He suggested that the Committee makes a Holiday card that Public Relations could send out to businesses. This card could be made at the December meeting.

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

Date of the Next Meeting: Saturday, November 24

Strait Meeting Minutes – October 28th, 2018

 

NSSSA Minutes From:

Strait Regional Cabinet Meeting

20181028

 

Location: 45 Tamara drive, Antigonish

Time of Commencement:       5:07pm

Time of Adjournment:     6:22pm

Duration: 1 hour 15 minutes

Attendance:

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

Present Non-Voting Members: Dawn Thompson

Late:

Regrets: Zac Foran, Logan Fox, Wilfred Bowie, Paddy Wallace, Katelyn Libbus, Avery LeLièvre

No-Shows:

 

Updates:

3-Tions:

  • Collected forms.
  • Created a new database on google sheets.
  • Started entering forms into G.R.O.O.V.E database.

 

Skill Building Co-Chairs:

  • Currently working on session 5 and other “housekeeping” things in the manual’s introduction.
  • Backpocket games are complete.
  • Receiving SB applications and started reading them over.

 

Public Relations:

  • Checked-in with businesses about donations.
  • Made social media posts.
  • Got more confirmations about donations and how-tos.
  • Received confirmation about how-to’s for Highland Bike Shop and Showtime Fitness.

 

WENDY’s:

  • Studied the cheer bible.
  • Finalized the dance theme.
  • Worked on EPIC more .

Head School Reps:

  • Had presentation at CBHA.
  • Dropped off forms and posters at Inverness, Dalbrae and NDA.
  • Promoted at SAREC with Mackenzie.
  • Had a mini meeting with reps from SAREC and Dalbrae.
  • Met with Dalbrae principal.
  • Had check in with Amber.
  • Made a plan for dealing with the issue of Canada Post striking.
  • Collected forms from reps at all schools.
  • Created a database for shirt sizes.
  • Organized issues with Richmond.

 

Welcoming Co-Chairs:

  • Made more fuzzies.
  • Started putting fuzzies on cardboard for easier transportation.
  • Continued to work on packing list draft.

 

Secretary:

  • Sent out minutes to cabinet from the October 21st meeting.
  • Posted minutes on NSSSA website.

 

Co-Premiers:

  • Sponsorship application was released.
  • Promoted.
  • Conference fees for Dr.J international students are being covered by the school. Forms from these students were signed by Dr.J principal Jack MacDonald.
  • Emailed Bell Mobility about booking radios for conference.
  • Still trying to get a response from Rebecca Messay about being a keynote speaker.
  • Looking for one more advisor.

 

Head Logistics:

  • Picked logistics team for G.R.O.O.V.E.

 

Head Chaperones:

  • Chose chaperone team for G.R.O.O.V.E.

 

Head First Aid:

  • Gathered first aid team for G.R.O.O.V.E.

 

Head Mental Health First Aid:

  • Meagan Kettley will be at conference on the Saturday of G.R.O.O.V.E as a mental health first aid.

 

Regional Advisor:

  • Collected forms.
  • Organized advisors.

 

New Business:

 

 

Conference Numbers:

  • 156 delegates, including skillbuilders.
  • Sponsorship application was posted on the NSSSA website. At least four students can be sponsored.
  • Students who weren’t planning to attend conference are permitted to register late if they require a sponsorship.

 

G.R.O.O.V.E. How-To Fair/ Workshops:

  • Cabinet discussed the organizational details of the new style of how-tos.
  • As delegates register, 3-tions will write the delegates’ skillbuilding numbers on their bracelets. The PRs will then get the delegates to sign up for one workshop, with delegates from groups 1-6 signing up for the first round of workshops, and groups 7-13 signing up for the second round (or vice versa). The PRs will also write the room numbers that correspond with the how-to’s the delegates sign up for.
  • During how-to’s, one half of the SB groups will go to the how-to fair, while the other half will attend how-to workshops, then the groups will switch.
  • PR will tell the people running how-to’s come early to avoid confusion about room numbers.
  • Cabinet was reminded to email the PR’s about booth ideas for the how-to fair.

 

EPIC:

  • Will be vine themed.
  • Instead of running games, one SB in the partnership will stay with their group, while the other SB will stay in one area. The groups will moved around to the stationed SBs who will show them vines the groups must recreate and the other SB will film.
  • After the groups recreate the most vines they can, the videos will be sent to the Wendys.
  • The EPIC prize will be awarded to the group with the funniest and most creative fun recreations.

Adjournment: Monica motioned to adjourn the meeting. Kinnon seconded the motion. Meeting was adjourned.

Chignecto Meeting Minutes – October 28th 2018

Minutes from:

 

Chignecto Regional Cabinet Meeting

10/28/18

 

Location: Truro Library

 

Time of commencement: 2:07

Time of Adjournment:  2:53

Duration: 46 minutes

 

– Attendance –

 

Present Voting Members: Clarissa Pasion, Jorja Smith, Beth McNeill, Zoe Morgan, Emily Chauder

Present Non-voting: Linda Suo

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

No shows:

 

– Updates –

 

New Business:

Cabinet talked discussed the itinerary and made slight changes. Cabinet is still deciding on the number of skill building groups there will be and whether 4 small groups would be best or 2 larger groups.

The night before conference Cabinet usually stays at someone’s house who is close to the venue to make name tags, delegate bags and welcoming video.

Kids from Truro Junior High seem very interested in coming to our conference but have not yet gotten their forms in.

 

Co-Premiers: T-shirts may not be ready for conference and they might have to be delivered or mailed out to schools after.

3-Tions: The forms are in the database. We have a delegate with a peanut sensitivity and another with an egg allergy. Cabinet should label snacks that contain such.

SkillBuilding Chairs: The manual is ready to go and Zoe and Brady will get supplies themselves. Skillbuilding retreat will take place the morning of conference around 7:30ish. Skillbuilding chairs should send out the manual to skillbuilders.

Public Relations: PRs have been doing follow up calls, a lot of businesses are pretty promising. Some have not agreed to sponsor the Junior Event but may sponsor or donate to Regionals.

WENDY’s: Epic is finalized, and cabinet will have to help out with it on the day. The cheer bible is done and WENDYs should send it to the Skillbuilding Chairs to pass along to Skillbuilders. WENDY’s will get a cake for the winners of EPIC and maybe a chocolate bar if the group with the delegate with the egg allergy wins.

Head School Representatives: Emily has been reminding schools of the conference by email and pushed the form deadline to November 2nd in hopes to get more people.

Welcoming Chair: Kelsey has 70 fuzzies made. The delegate manual will be finalized soon and the Welcoming activity is ready. She will get candy for the pass the parcel.

Secretary: Clarissa will email Steve during the week to see if the hoodies are ready or not. If so, Emily has offered to pick them up since her mother is in Halifax often.

Regional Advisor: Linda had many forms with checks to give to Emily. The advisors so far are Beth’s dad, Linda’s husband and Jorja’s mom. She will get subway and board games for the advisors. She needs cups for the Keurig and coffee and tea. Parrsboro has been in contact with Linda wondering if their forms were received, which they were as confirmed by Emily.

 

 

Adjournment: Zoe adjourned the meeting, Emily seconded the motion.

 

Conference Committee Meeting Minutes – September 30, 2018

 

Conference Committee Meeting

 

20180930

 

Location: Saint Francis Xavier University

 

Time of commencement: 10:12

 

Time of Adjournment: 11:33

 

Duration: One hour and twenty one minutes

 

Attendance:

 

Present Voting Members: ​Mary Stackaruk, Alex LeBlanc, Alex Torrealba, Jack Clapperton, Wamfa Kumdoung, Brie MacPhee, Mathew MacEachern, Angus Kennedy, Emily Webb, Jasmine Metzler, Aidan Doucet, Reya Hanspal

 

Present Non-Voting Members: ​Chris Gordon, Katelyn Libbus

 

Regrets: ​Youna McGowan, Ella Stacey, Mitchell Aguinaga, Kailey Webber

 

No-Shows: ​N/A

 

Positional Updates:

 

Public Relations: The Public Relations looked over the corporate package.

 

Welcoming Co-Chairs: They started a group chat and looked over past delegate manuals.

 

Advisor: Chris made some new registration ideas that will be brought up at a meeting with Saint Francis Xavier University.

 

Mental Health First Aid: They got a grant to provide Mental Health First Aid training for anyone 18 or older who is interested in getting their Mental Health First Aid training.

 

WENDYS: Alex and Mitchell had a discussion about EPIC, but are focusing more on their regional positions for now.

 

Skillbuilding Co-Chairs: They are going to start working on the skillbuilding manual in the near future. They also need to begin communicating soon.

 

3-Tions: They created a group chat and are working on getting used to Excel and registering people into the database.

New Business:

 

Patches: Steve from First Choice Sportswear offers patches, will have to look into if we can iron these patches onto selective clothing.

 

Keynote: The Committee is going to try and book Drew Dudley. Chris has Dudley’s contact information and hopefully his rate and availability will align with conference.

 

Meeting with Saint Francis Xavier University: They discussed ideas to bring up with the university regarding conference. Ideas mentioned were; printing options for manuals such as the skillbuilding manual, and plans to modify online registration.

 

Valley: The Provincial Cabinet is hosting a Valley Regional Conference on November 25th which happens to be a meeting date for the Conference Committee. The Co-Chairs may need to potentially move the meeting to another time. They will update the Committee when they have more information.

 

Email Etiquette: Members of the Nova Scotia Secondary Students’ Association need to uphold a good overview of professionalism, which correlates with our communication through emails. Members are advised not to forget to reply, as that leaves the other parties in the dark and can affect how people view the organization as a whole. It is important to be responsive and acknowledge the people you are emailing with.

Fundraising Idea: In Antigonish, committee could potentially contact Coles. The committee could possibly run the store for the night and collect a portion of the sales to put towards supporting people to go to conference for free.

 

Conference Names: The Committee decided to no longer stress choosing a conference name that builds off of last year’s Conference, “Rise Up”. The objective is to think of perhaps a completely new theme the will support a great message. Some names mentioned were; Hope, Brilliance and Galaxy. Conference Committee members are to come to the next meeting with conference name ideas and potential logos.

 

Committee Wear: The Co-Chairs decided to take an informal vote to figure out what members of the Committee wanted regarding committee clothing. There will be no order for bucket hat as the majority of committee members have already ordered one through their Regional Cabinet. The informal voting results showed that the majority of the Thanksgiving Committee would rather order Hoodies over Crewnecks or Quarter Zips. Four members voted to order Hoodies. Quarter Zips and Crewnecks tied with three votes. Ideas for the colour of the Hoodies were; beige, purple, or grey. The Committee also voted to order Committee shirts that would be different than the conference shirts given out to attendees. The Committee unanimously decided that the Committee shirts will be Baseball Tees on which the sleeves will be the colour of the conference t-shirts.

 

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

Date of the Next Meeting: Sunday, October 28.

Metro Meeting Minutes – October 21, 2018

 

Metro Regional Cabinet Meeting

20181021

Location: Mount Saint Vincent University

Time of commencement: 19:29

Time of Adjournment: 20:26

Duration: Fifty-seven minutes

Attendance:

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

Present Non-Voting Members: Anna Campbell

Regrets: Renee McLeod

Positional Updates:

Secretary: Kailey has been working on the minutes.

Public Relations: DJ sent out more emails to businesses regarding monetary donations. Isabelle needs everyone to send her an email answering the questions for the write up as well as a picture. Alex has a few confirmed Engagement Sessions; Jen from the Tare Shop, Anna C. is bringing a few people, balloon animals with Becca’s dad, someone from Aubcon, Vanity Matrix who is a drag queen, Kailey will run an Improv session, and makeup with Fortesa. Mitchell’s friend might be able to run a Yoga session. Isabelle has to make the sponsor page for the Delegate Manual.

Skillbuilding Co-Chairs: They are done the Skillbuilding Manual. They are looking for supplies like; egg cartons, soil, seeds, craft supplies, and old conference shirts.

Head School Representatives: Almost all the Advisors are in their School Representative Database. They need to figure out the lunch schedule with the 3-Tions.

3-Tions: They’ve been continuing to work on the database. They have a draft of the confirmation email ready.

Welcoming Co-Chair: Julia G and Ella made more Fuzzies. They are waiting for the complete database to send the welcoming email.

Wendy: Mitchell asked if there are any ideas for the theme of the Talent Show. Mitchell and Renee suggested Cherry Blossom. Becca and Katie are trying to see if Mount Saint Vincent University will allow them to use the whole campus for Epic.

Co-Premier: They ordered the patches and they are supposed to arrive on November 9. They are contacting another Keynote Speaker. His name is Quentrel Provo. Isabelle mentioned that McDonald’s is hosting a fundraiser where part of the profits from Big Macs are going towards a new Basketball court in North Preston. There are some students who may like to speak about the community.

Mental Health First Aid: She currently has four people on her team.

New Business:

Forms: Registration forms for conference are due tomorrow. The refund date is November 1. Cameron mentioned that Canada Post may be going on strike tomorrow. After some research, it may be okay as it looks like the strike in Halifax may only last 24 hours due to rotations. The Co-Premiers advised that if a school does not have a close relationship with the organization, their representative should let the Principal know how conference registration works. Cheques from Delegates and Skillbuilders must be written to their school, then the school will write one to the Nova Scotia Secondary School Students’ Association.

Communication: Becca and Katie tested out the app Zello and it worked well in the building. Zello is a Walkie-Talkie app that could be use for big group communication during conference. This should not be used for contacting individual people. To contact individuals, Cabinet members are encouraged to text or call that person’s personal cell phone. The Skillbuilding Co-Chairs will be using Remind to communicate with the Skillbuilders.

Check Ins: The Alumni positions usually receive special conference t-shirts that differ from the Delegates. For Mental Health and Physical First Aid, Anna C. has yellow and red armbands. For the Logistics and Chaperones, Becca suggested them wearing Pinies. Brooke said that she has a ton of Pinies.

Conference: Becca and Katie reminded Cabinet that they are here to help with anything. 3-Tions still need forms from some Cabinet Members.

Conference Itinerary: In past years, each position got their own positional itinerary. They will be given out at or before November 9.

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

Date of the Next Meeting: Sunday, October 28.

 

Metro Meeting Minutes – October 14, 2018

Metro Regional Cabinet Meeting

20181014

Location: Mount Saint Vincent University

Time of commencement: 19:12

Time of Adjournment: 20:10

Duration: Fifty-eight minutes

Attendance:

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

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

Regrets: Cameron Fiander, Julia Gonzales, Matthew Boutilier

Positional Updates:

Secretary: Kailey is continuing to edit, send, and post the minutes.

Public Relations: Isabelle sent some more emails regarding donations. She also worked on the delegate manual. She needs pictures and a write up from everyone.  DJ has been looking for monetary donations, but has not received any responses yet. Quinn suggested that he contacts law firms. So far, Alex has received two confirmations for engagement sessions.

Skillbuilding Co-Chairs: They have almost all of the skillbuilding sessions typed. They are currently looking for foam puzzle pieces.

Head School Representatives: Brooke and Katie visited Island View High School. They gave a presentation and gave out a lot of forms. The French schools are having a conference the same weekend as Blossom 2018 so Carrefour and Sommet will not be able to attend. The Head School Representatives made a groupchat with the school representatives.

3-Tions: They have been working on the database as well as responding to emails.

Welcoming Co-Chair: They sent out the welcoming email. The welcoming video is almost done.

Wendy: Mitchell and Renee made the whole plan for Epic and explained how it will work. They plan to use the whole campus so Katie and Becca will have to make sure that’s okay. They also have all of their costumes.

Co-Premier: Becca and Katie are ordering the patches tomorrow. They have been contacting local speakers to be a keynote speaker at conference. They are looking into Councillor Lindell Smith. Cabinet needs to be promoting as forms are  due in one week.

Head Logistics: They have some people confirmed to be logistics.

New Business:

Communication: Cabinet has to decide what to use instead of headsets. Facebook Messenger could work, but the wifi does not reach outside the buildings. At the next meeting Cabinet should decide how they want to communicate during conference. Arrival Times: The wrong time was put on the delegate forms. Delegates are to arrive at 9:00 and Skillbuilders arrive at 8:00.

Motion of Adjournment: Alex motioned to adjourn the meeting, Emily W seconded said motion. Motion passed, meeting adjourned.

Date of the Next Meeting: Sunday, October 21

Strait Meeting Minutes – October 21st, 2018

NSSSA Minutes From:

Strait Regional Cabinet Meeting

20181021

 

Location:            46 Old Riverside Rd, Guysborough

Time of Commencement: 1:59pm

Time of Adjournment:  3:19

Duration:     1 hour 20 minutes

Attendance:

Present Voting Members:      Kara MacDougall, Wamfa Kumdoung, Maddie Ehler, Molly Vokey, Aidan Doucet, Jack Clapperton, Payton MacMillan, Mathew MacEachern, Emma Jewkes, Angus Kennedy, Sam Silver, Monica Lumsden, Noor Mohrez, Kinnon Wallace, Tessa Pelrine

Present Non-Voting Members: Dawn Thompson

Late:

Regrets: Ria Juurlink, Margaret Ann Gillis, Avery LeLièvre, Logan Fox, Wilfred Bowie, Zac Foran, Paddy Wallace, Katelyn Libbus

No-Shows:

 

Updates:

3-Tions:

  • Created G.R.O.O.V.E database.
  • Wrote G.R.O.O.V.E. confirmation email.

 

Skill Building Co-Chairs:

  • Worked on session four for G.R.O.O.V.E skillbuilding manual.

 

Public Relations:

  • Posted more on social media.
  • Received and waiting on more donations from businesses.
  • Following up on businesses this week.

 

WENDY’s:

  • Working on and coming up with new ideas for EPIC.
  • Making list of cheers for G.R.O.O.V.E.
  • Practiced cheers.
  • Chose a Tie-Dye theme for the dance at regionals.

 

Head School Reps:

  • Emailed all principals.
  • Checked in with reps. Told them to do as much promoting as possible and gave them tips on promoting.
  • Had presentations at SAERC, St. Mary’s, Dalbrae and Canso Academy.
  • Booked presentations for CBHA and discussing meeting at NDA and Dalbrae.
  • Promoted in Dr.J.

 

Welcoming Co-Chairs:

  • Made more Fuzzies.
  • Worked on the G.R.O.O.V.E Welcoming Email.
  • Began a draft for the packing list.

 

Secretary:

  • Sent out the October 12th meeting’s minutes.
  • Had contact with Steve regarding G.R.O.O.V.E shirt logos.

 

Co-Premiers:

  • Sent follow up email to Rebecca Messay about being a speaker.
  • Promoted G.R.O.O.V.E.
  • Got a contract from new coordinator at St.FX. Food pricing is missing aside from supper, which is $13.50(same as last year). Looking into cheaper meal options.
  • Reviewed and changed conference itinerary. Talent show times were changed from last year.
  • Dance studios were not booked, still waiting on an answer from St.FX. The space would be used for advisor’s sleeping arrangements.

 

Head Logistics:

 

Head Chaperones:

 

Head First Aid:

 

Head Mental Health First Aid:

 

Regional Advisor:

 

New Business:

 

Regional Reminders

  • Cabinet discussed positional reminders since conference is quickly approaching.
  • Dawn read aloud the advice given by last year’s cabinet at debrief to each position on the current cabinet
  • Cabinet was reminded to take advantage of mental health first aid for themselves at conference.

 

How-to/opportunities fair

  • Co-premiers brought up a new system for how-tos.
  • Delegates will be split in half. Half will be at opportunity fair, which will be a setup of “drop in” How-Tos (similar to grade nine event). The other half will attend one how-to session, which they signed up for, and then the two groups will switch.
  • PR’s will continue to work out the details.

 

Delegates from outside regions

  • Cabinet encourages delegates from other regions to find their own advisors. If the delegates cannot, Strait cabinet will try to place them with a Strait advisor if possible. However, delegates from the Strait region are priority.

 

Databases

  • Cabinet agreed that using excel for databases was not optimal for NSSSA’s use, so google sheets will be used from now on.

 

Sponsorships

  • Delegate sponsorship opportunities for G.R.O.O.V.E will be offered shortly. A google survey will be used as an application and will be posted on the NSSSA website.

 

Form Transport

  • The strike at Canada Post may complicate the sending/receiving of regional forms.
  • Other ways to receive forms from school reps were discussed; send pictures, scanned, courrier, maritime bus.

 

Preparation for G.R.O.O.V.E.

  • Be prepared for the worst when getting ready for conference.
  • Think of what could go wrong and come up with possible solutions.

 

Promote

  • Cabinet should work very hard to promote 24/7.
  • Push yourself to talk to as many people as you can. Make the extra step to sit with people to discuss conference.
  • Use social media to promote.

 

International students

  • Looking into getting Dr.J to pay for international students to go to conference.

 

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

Strait Meeting Minutes – October 12th, 2018

NSSSA Minutes From:

Strait Regional Cabinet Meeting

20181012

 

Location:   3090 Martha Dr, Antigonish

Time of Commencement:    5:09pm

Time of Adjournment: 5:55pm

Duration: 46 minutes

Attendance:

Present Voting Members:       Wamfa Kumdoung, Mathew MacEachren, Aidan Doucet, Kinnon Wallace, Emma Jewkes, Angus Kennedy, Monica Lumsden, Sam Silver, Maddie Ehler, Margaret Ann Gillis, Payton MacMillan, Ria Juurlink, Tessa Pelrine, Kara MacDougall

Present Non-Voting Members: Katelyn Libbus, Zac Foran, Wilfred Bowie, Paddy Wallace

Late: Logan Fox, Avery LeLièvre, Noor Mohrez

Regrets: Molly Vokey, Jack Clapperton, Dawn Thompson

No-Shows:

 

Updates:

3-Tions:

  • Collected B.O.P forms.
  • Put all B.O.P. delegate forms into the database.
  • Sent out confirmation email to B.O.P delegates.
  • Finalized GROOVE forms.
  • Made skillbuilding groups.
  • Finalized advisors.

 

Skill Building Co-Chairs:

  • Finished Session 3 for regionals.
  • Bought items needed for B.O.P skillbuilding groups.
  • Prepared for B.O.P. skill building retreat.

 

Public Relations:

  • Visited more businesses and followed up on businesses.
  • Received donations from Snow Queen and A&W.
  • Waiting on more donations.
  • Posted and prepared social media posts.
  • Received monetary donations from Atlantic Superstore, which were used to purchase snacks for B.O.P.

 

WENDY’s:

  • Practiced cheers for B.O.P.
  • Gathered costumes.
  • Working on epic for regionals.

 

 

Head School Reps:

  • Meetings with grade nines attending B.O.P were held at each school.
  • Started emailing schools about booking presentation dates for regionals presentations.

 

Welcoming Co-Chairs:

  • Made more fuzzies.
  • Sent out welcoming email for B.O.P.
  • Began a draft for G.R.O.O.V.E welcoming email.

 

Secretary:

  • Sent minutes from September 30th’s meeting to RC.
  • Posted minutes on website.
  • RC apparel was finished by First Choice, shipped and received.
  • Made payment to First Choice for apparel.
  • Emailed Steve from FC about regional shirt colours and logos.

 

Co-Premiers:

  • Met with Rebecca Mesay on Friday.
  • Sent forms to webmaster Derek.
  • Organized checks with delegates.
  • Booked StFX for October 12th and November 10th for Skillbuilding retreats.
  • Sent out Positional Itinerary.
  • Has check-ins with all of Cabinet.
  • Collected numbers for patch order.
  • Contacted Ernie in hopes of receiving a signed contract for SAERC.
  • Confirmed Dr.J bus pricing for B.O.P.
  • Changed due date for G.R.O.O.V.E forms.
  • Emailed Marry Jessie regarding the potential open house for Strait Regional Cabinet .
  • Delegated tasks as conference approaches.

 

Head Logistics:

 

Head Chaperones:

 

Head First Aid:

  • Certified in first aid.
  • Ordered and received a first aid kit.

 

Head Mental Health First Aid:

  • Looking into getting incident report forms for G.R.O.O.V.E.
  • Checked in with past HMHFA.

 

Regional Advisor:

 

New Business:

 

Open House

  • StFX offered RC to choose a date that works best for the NSSSA cabinets.
  • Pending date. Looking at early November.
  • Cabinet is highly encouraged to attend the open house.

 

G.R.O.O.V.E Promoting

  • Forms are released October 13th, cabinet should start promoting immediately.
  • Cabinet will make promotional posters. Everyone should work very hard to promote conference in any way possible.
  • Due date for forms all forms (delegates, alumni positions, skillbuilders) is October 25th.

 

B.O.P.

  • Co-premiers reminded cabinet of roles, responsibilities, and materials needed for B.O.P.
  • Cabinet was reminded to stay positive and to level out throughout the entire event.

 

Adjournment:   Monica motioned to adjourn the meeting. Wamfa seconded the motion. Meeting was adjourned.

Chignecto Meeting Minutes – October 14th 2018

Minutes from:

 

Chignecto Regional Cabinet Meeting

10/14/18

 

Location: Truro Library

 

Time of commencement: 2:06

Time of Adjournment: 3:12

Duration: 1 hour and 6 minutes

 

– Attendance –

 

Present Voting Members: Beth McNeill, Jorja Smith, Kelsey Hann, Zoe Morgan, Brady Webb, Emily Chauder, Clarissa Pasion, Josh Lohnes

Present Non-voting:

Regrets: Linda Suo, Mullen Boulter, Emma Trottier, Maddie Tennant

No shows:

 

– Updates –

 

New Business:

Delegate and Skillbuilding form on the website are incorrect.

 

Some Cabinet members are bringing snacks for the Junior Event. Beth is baking cookies, Jorja is bringing a variety of fruit, Brady is getting juice boxes and Clarissa will get granola bars.

 

Cabinet discussed the promotion of conference. They may use personal social media formats. The idea was brought up to create a Chig Instagram but it might need to be approved.

 

Co-Premiers: Beth and Jorja have a design and will order delegate shirts. They will also try to fix the website as soon as possible.

 

3-Tions: Emily has forms emailed to principals and all principals have received them. The database is done but there are no delegates due to the website mistake.

 

SkillBuilding Chairs: Skill building chairs have all activities and sessions done and are making the final touches. Brady shared copies of the manual with the Co-Premiers.

 

Public Relations: Zoe has the list of 30-40 places they have reached out to done, and Josh will add his list. PR has a list from Rebecca as well. They got a sponsorship from McDonalds. PRs will wait to promote Junior Event on twitter until the website gets fixed.

 

WENDY’s: WENDY’s can use gym equipment at Northumberland for the relay race for Epic. The talent show form is done and sent to the Welcoming chair to put in the delegate manual. A set list of cheers and costumes is in the process of being made.

 

Head School Representatives: One school wants a presentation and another school is on the edge. Lots of principles emailed questions back.  

 

Welcoming Chair: Kelsey has 60 fuzzies made. The welcoming activity is picked out and will be “Get to know me Bingo” and/or “Pass the Parcel”. Kelsey has extra activities if the activities are finished early. She drafted a packing list, welcoming email, and delegate manual.

 

Secretary: Clarissa ordered the cabinet hoodies.

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

Sou’West Meeting Minutes-October 14, 2018

Sou’West Regional Cabinet Meeting – October 14th,  2018

 

Location: 27 Shreve St, Digby, NS

 

Time of Commencement: 14:56

 

Time of Adjournment: 16:13

 

Duration: 1 hour and 17 minutes

 

Attendance

 

Present Voting members: Zoe Marshall, Libby Marshall, Addie Hersey, Owen Wood, Jacqueline Tan, Olivia Cook, Natalie Baker, Olivia Walker, Payton Tupper, Kenzie Robinson-Jordan, Tate Vachon, Bronwyn Inness

 

Present Non-Voting Members: Michelle Talbot

 

Regrets: Reem Eissa, Emma Hiltz, Jayde Corkum

 

No Shows: N/A

 

Updates

 

Co-Premiers: Co-Premiers have dealt with forms and money. The budget is doing well!

 

Skillbuilding Co-Chairs: The retreat went really well, with almost all skillbuilders present. All skillbuilders have rides to the Junior Event. Skillbuilding Co-Chairs must figure out the skillbuilding groups, as well as come up with creative names for the groups.

 

WENDYs: Most props for games have been collected and WENDYs have access to the Digby student councils’ props. The games for EPIC were reviewed.

 

3-tions: All the forms have been collected. There are between 30 and 40 delegates for the Junior Event.

 

Public Relations: Pictures of the skillbuilding retreat have been taken. Public Relations is working on updating the slideshow for the Head School Representatives. More businesses have been added to the list of possible sponsors and any cabinet members with access to possible sponsorships should email Public Relations!

 

Welcoming Co-Chairs: Libby has some fuzzies left over from last year, but more will need to be made. Yarn has been collected. Almost all cabinet members’ questions and answers have been sent to Public Relations. The welcoming email is in progress and will be done soon.

 

Head School Representatives: Presentations at Forest Heights and New Ross went well, with lots of interest. Head School Representatives must send Public Relations any previous school presentations.

 

Secretary: Both cabinet wear and conference t-shirts have been ordered and will be picked up on Tuesday. Prices for the jackets will be looked into soon.

 

Food Co-Chair: Some snacks have been purchased. Other supplies and food will be bought throughout the week.

 

New Business

 

Regional Conference: Games and fundraising ideas were discussed for the Regional Conference.

 

Junior Event: Decorations were discussed such as streamers, fake torches and a fake campfire (corresponding with the theme ‘Spark’). All cabinet members must be at New Ross Consolidated School 09:00 on Saturday. Skillbuilders should be there around 10:00. Rides have been taken care of.

 

Adjournment: Natalie motioned to adjourn this meeting. Kenzie seconded this motion. Motion passed, meeting adjourned.

 

The next regional cabinet meeting for Sou’West will be held October 20th after the Junior Event at New Ross Consolidated School.