Conference Committee Meeting Minutes – March 30, 2019

Conference Committee Meeting

20190330

Location: Mount Saint Vincent University

Time of commencement: 10:15

Time of Adjournment: 11:34

Duration: One hour and nineteen minutes

Attendance:

Present Voting Members: Mary Stackaruk, Alex LeBlanc, Alex Torrealba, Youna McGowan, Mathew MacEachern, Ella Stacey, Emily Webb, Jasmine Metzler, Mitchell Aguinaga,  Reya Hanspal, Jack Clapperton, Wamfa Kumdoung, Angus Kennedy

Present Non-Voting Members: Lorne Abramson, Paddy Wallace, Katelynn Libus,

Regrets: Brie MacPhee, Aidan Doucet

No-Shows: N/A

Positional Updates:

3-Tions: They have been sending the skillbuilding applications to the Skillbuilding Co-Chairs. They have been imputing the registrant’s information in the database. CC will have to fill out a physical registration form for the first aid binder.

Welcoming Co-Chairs: They finalized the plans for the welcoming activity as well as the opening night activities. Ella drafted the welcoming email, she is trying to make it serious but also fun. They have almost completed all of the fuzzies needed for conference. It was suggested the make a packing video. They are still looking for committee members to submit their answers and photos for the delegate manual.

Secretary: She edited the minutes and sent them out. She has also been in contact with Steve, from First Choice Sportswear, regarding delegate t-shirts and the committee baseball tees.

Public Relations: They currently have 19 people confirmed to hold a booth at the opportunity fair and 15 pending, 6 of which are really interested. Cape Breton University will be sending items, Mount Allison University is donating mini backpacks and viewbooks, St Thomas will be sending viewbooks, Royal Bank of Canada (RBC)  will be sending items, Nova Scotia Community College will also bring items. The Public Relations also received a bronze donation from RBC as well as a silver or bronze donation from Dexter Construction. Jasmine went to seven grocery stores and none have gotten back to her. She plans to follow up within the week.

Wendy: “Epic” is officially planned. It will be olympic themed with games like; soap curling, mini javelin, and more. They are currently smoothing out all the plans. Alex L. got in touch with St. FX regarding the dance. The Wendys just have to worry about the decorations and design for the dance, which will be called “Back to the Future.” The talent show will be called “N-Trips got talent.” They are hoping to have a panel of judges. These judges will possibly be; Mary, Alex, and a representative from Saint Francis Xavier University. They planned the welcoming video. They want to do a Committee ASMR. The plans for the video can be planned closer to conference as trends change. The opening night activity will consist of mostest, a kahoot, and possibly a clean vine compilation. For the late nighter, Alex T. will contact Hal-Con for some board/video games, and everyone on committee has to bring board games. Mitchell will be bringing some puzzles. They are still looking for costumes.

Skillbuilding Co-Chair: The Skillbuilding manual is complete and they are in the process of getting senior skillbuilders to attend the retreats. The Skillbuilding Co-Chairs need to communicate with the Wendys about Epic. They have started looking at the skillbuilding applications. They need to cc the 3-Tions on acceptance emails. The first skillbuilding retreat will be held April 28 at Saint Francis Xavier University. The second one will be held May 5 at the Chocolate Lake Recreation Centre.

Co-Chair: They have been in contact with Saint Francis Xavier University. They booked the tech team. Scholarship applications are due tomorrow. The Royal Bank of Canada wants to donate 500$, which can send another person to conference. St FX  will be donating a scholarship as well. They had a phone call with someone who works for a local Antigonish newspaper. They also met with the St. FX conference services.

 

New Business:

Opportunities Fair: Jasmine went to a french immersion conference. In their delegate manual, they had a page with all the companies at their opportunities fair in a bingo card. At the end people put their complete bingo card in a bin to enter a draw for a prize. The Public Relations should contact any pending donations Monday with response by Friday. They should have all final data sent to the Co-Chairs and 3-Tions by the following Wednesday, April 10.

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

Date of Next Meeting: Sunday April 28, at 10:00. It will be located at Saint Francis Xavier University.

Conference Committee Meeting Minutes – February 24, 2019

Conference Committee Meeting
20190224
Time of commencement: 10:03
Time of Adjournment: 11:18
Duration: One hour and fifteen minutes
Attendance:
Present Voting Members: Mary Stackaruk, Alex LeBlanc, Alex Torrealba, Angus Kennedy, Emily Webb, Jasmine Metzler, Aidan Doucet, Youna McGowan, Ella Stacey, Mitchell Aguinaga, Kailey Webber, Mathew MacEachern, Wamfa Kumdoung, Jack Clapperton, Brie MacPhee
Present Non-Voting Members: Chris Gordon, Lorne Abramson
Regrets: Reya Hanspal
Positional Updates:
Secretary: She posted the minutes from the last meeting to the website. She will email Steve, from First Choice Sportswear, regarding the price to order both the delegate shirts and the committee shirts in one order.
Public Relations: Jasmine went through the database of all of the people who held booths at the opportunity fair last year, no one has yet to respond, in the upcoming weeks she will try to contact them again. Donations are very important, all the Public Relations should stay on top of getting donations. Rebecca has been contacting universities about conference, and has yet to receive responses, so the Public Relations should start trying to contact universities. Mary suggests they reach out to last years Public Relations or the Co-Chairs for help.
Skillbuilding Co-Chairs: They have five skillbuilding sessions completed and they have three that are half complete. The last session, “Dyadic Encounters”, should be similar to past year’s. All of the chicken noodle soup sessions should be done as soon as possible, likely before the next meeting. The Skillbuilding Co-Chairs should start contacting alumni to be “Senior Skillbuilders” at the skillbuilding retreats. Also, they should draft the emails to send to successful skillbuilding applicants and the one for those they decline.
3-Tions: They finished the registration forms as well as the database of the Conference Committee members. Once forms are completed, they need to begin transferring the registrants information to the database.
Welcoming Co-Chair: They have completed just under 300 fuzzies and have started working on the delegate manual. They are missing a few responses from committee members and provincial cabinet members regarding the questions for the delegate manual. Ella started creating drafts for the welcoming email. The welcoming night activity will be a mix of a few activities; like kahoot, and a video game. They are thinking of putting big paper over tables for a colouring activity, similar to at last years’ inclusion conference. Lorne mentioned that the Chronicle Herald gives away the ends of their paper rolls. They should continue to work on completing the delegate manual, the welcoming activity, and fuzzies.
Wendy: Mitchell and Alex T. are confident with all the cheers. Alex L. will be the DJ at the dance, and the theme will be “Dystopian Future.” Mitchell asked for anyone to donate any costumes they have. Their idea for “Epic” is the olympics but they do not have concrete game ideas. The Wendys should be working with the Skillbuilding Co-Chairs to create “Epic.” The Wendys are in charge of planning the late-nighter.
Co-Premier: They had a successful meeting with St. Francis Xavier University. Conference Committee will not start working on the promotional video for the Ancillary Services until the days prior to conference. They were able to confirm 10 minutes of transition time between each activity. There will be campus tours available for advisors and delegates that arrive too early. They have been working on registration, and as soon as the website is set up, registration will be open. The delegate manual will be printed in late April.
New Business:
Promotion: As soon as registration is available, everyone needs to promote as often as possible. In order to post on the official NSSSA social media accounts, the Public Relations have to contact the Media Relations directly. Alex L made different posters to fit various forms of social media and will send them to the committee as soon as possible. Alex has the Provincial NSSSA twitter password, and he will send it to the Public Relations. Lorne suggests having a discussion with principals about the organisation prior to promoting the conference to create a view of professionalism from a student-run organisation. Lorne suggested that the Public Relations look for volunteer coordinators within non-profit organisations for donations.
Late Nighter: The late-nighter is held after the dance and usually lasts until 2 in the morning. It is a time to do some chill activities, but some people become bored after a while. The ideas for activities discussed were; Quelf, Card Games, Crib, Trivial Pursuit, Quiplash, Checkers, Twister, bracelet making, a projector, two XBoxes with a bunch of games, one wii, one nintendo switch, one Wii U, catan, playing a movie on the big projector instead of karaoke. Snack ideas were also discussed like; a popcorn machine, and a cotton candy machine. Chris suggested asking St. FX to change the snack item after the dance instead of the yogurt. Committee members are asked to bring any of the non-food related items we discussed to conference, should they have them at home. The Co-Chairs will ask about the food machines.
Bonding Time: After the next meeting, the committee will have a fuzzy making session to help out the Welcoming Co-Chairs. The Co-Chairs asked that committee members bring their own yarn.
Loop: It is important to not only communicate with their partners, but it is also important to keep the co-chairs in the loop regarding what’s going on. Always update the co-chairs. They will be making group chats with each position.
Retreat Dates: The next Conference Committee meeting will be held on Saturday March 30. The meeting scheduled for April 13 has been cancelled due to university exams. The following Conference Committee meeting will be held April 28.
Prep Rally: On Friday March 8th, the Metro Regional Cabinet will be hosting a Prep Rally. All Conference Committee members are welcome to attend.
Motion of Adjournment: Alex motioned to adjourn the meeting, Mitchell seconded said motion. Motion passed, meeting adjourned.
Date of the Next Meeting: The next Conference Committee meeting will be held Saturday, March 30 at Saint Francis Xavier University.

Conference Committee Meeting Minutes – January 13, 2019

Conference Committee Meeting

20190113

Location: Saint Francis Xavier University

Time of commencement: 10:20

Time of Adjournment: 12:28

Duration: Two hours and eight minutes

Attendance:

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

Present Non-Voting Members: Lorne Abramson, Katelyn Libbus, Chris Gordon

Regrets: Jack Clapperton

Positional Updates:

Secretary: Kailey ordered the windbreakers for the Conference Committee. She also edited and posted last month’s meeting minutes. Her idea for the video for the Saint Francis Xavier University Ancillary Services, is to have clips of her all throughout the auditorium in Schwartz.

 

WENDY: Mitchell and Alex T. have narrowed down their best ideas for the dance theme. Alex L. offered to be the DJ, but he will need the equipment. Mat may have access to DJ equipment, but he will have to look into it. The WENDYS have also continued to look over the cheer bible. They are working on the costume database and have a lot of leftover costumes from other conferences. They are deciding on whether or not they want the variety show to have a theme. They have been thinking about the “Late-Nighter”, but do not have any concrete ideas. Alex suggested that they have solid ideas for the “Late-Nighter” by the next meeting, primarily ideas of activities to do. Mary said they will look into getting the gym to put tables in as well as other activities. They do not have an idea for the video for Saint Francis Xavier University. The Wendys have the Keating Centre. Mitchell said that they will be able to come up with something for the video. They have discussed a few ideas for “Epic”. Mitchell is thinking about making it an Olympic theme. This could include having activities related to regions. Alex suggested that they have a solid idea for “Epic” by the next meeting.

 

Public Relations: They made a new database, then they added all the businesses owned and run by alumni of the Nova Scotia Secondary School Students’ Association (NSSSA). Lorne found a database of every newspaper publisher, television station, and radio station in Nova Scotia and their contact information. Alex suggested the Public Relations talk to the Media Relations as this is a good promotional opportunity. The Public Relations are finding it difficult to start finding booths for the opportunities fair as the itinerary is not finalized. Mary offered to possibly do a booth about the Youth Leadership Program through Halifax Parks and Recreation. In the video for Saint Francis Xavier University, they will talk about the sidewalks. They went to a few places before Christmas regarding items for the delegate bags. After talking with Rebecca, the Public Relations can ask universities to donate items for the delegate bags and can invite them to the opportunities fair. They are not allowed to ask universities for monetary donations. They currently do not have any monetary donations from other sources. The Public Relations can always communicate with Rebecca about any questions or concerns.

 

Welcoming Co-Chairs: They currently have over 200 fuzzies completed. They are still looking for more yarn. They have planned the welcoming activity as well as the welcoming night activity. All members of the Gucci Conference Committee is reminded to respond to questions for the delegate manual along with a picture as soon as possible. For the Saint Francis Xavier University video they want one of their locations to be fun and another be serious. They want to do a residence tour in the style of an episode from “MTV’s Welcome to my Crib.” They will do a poll on theme of welcoming video in the group chat.

 

3-Tions: They updated their database with the additional information given by members on the committee. Registration forms are ready to be released, the 3-Tions just need to know the times that the skillbuilders and delegates will be arriving and the due date. They are still discussing ideas for the video.

 

Skillbuilding Co-Chairs: They are looking into a location for the skillbuilding retreat. Mary said it would be best to have one in Antigonish and one in Halifax. Youna will look into booking the Chocolate Lake Recreation Centre in Halifax. Lorne said the date for the retreat at Chocolate Lake should be decided soon. This is because they are constantly booked but since the organisation has a relationship with them, they usually can cancel something to provide the space. Last year the dates were April 27 in Antigonish, and May 6 in Halifax. It should not be held any later than the first week of May. There are a few dates that are off limits due to other NSSSA events, such as the inclusion conference, and the skillbuilding retreat for said conference. They have a lot of sessions either started or mapped out. They have two complete. Mary would like them to have five sessions done by the next meeting. For the video, they are going to talk about skillbuilding in Schwartz.

 

Co-Chair: All three keynote speakers have been booked. They are; Carol Ann Fried, Stephanie Pronk, and Drew Dudley. They are meeting with Saint Francis Xavier University next week, hopefully registration will be open shortly after that meeting. Once registration is open, Committee has to start heavy promotion.  Ella mentioned that the Metro Regional Cabinet will be hosting a “Prep Rally” to promote the provincial conferences. Lorne mentioned that most of April is off limits for a “Prep Rally” because the inclusion conference is April 20, and the skillbuilding retreat for the inclusion conference is April 13. The skillbuilding retreat for the provincial conference can likely only happen April 27, and the weekend after. Lorne suggested making the skillbuilding retreat only one day for everyone. He likes the idea of having two retreats, but he finds that having two different dates causes problems. The deadline for skillbuilding applications has not been set. The deadline should be at least a week, possibly even two weeks before the retreat. The Co-Chairs will be presenting meal hall in the video. Alex said the video for Saint Francis Xavier University might be filmed during pre-conference. They will work on a schedule for filming times. The Co-Chairs should be getting in contact with the tech company to sign a contract for conference. The tech team needs the exact times for all of the tech requests in order to ensure it is available when needed.

 

New Business:

 

Dance Theme: The WENDYS presented three ideas for a dance theme. They were; a 1950s esque sock hop, Hollywood, and futuristic. He will sent pictures of ideas to the group chat. Futuristic is a good idea for creativity and it ties with the theme of conference.

Mitchell’s concern is that conference attendees may find it difficult to find ideas for outfits.  They could post ideas on social media of outfits that would align with the dance theme. At the next meeting there will be a vote.

 

Itinerary: Committee discussed the arrival times. Lorne suggested making sure the registration forms for alumni positions say that they come early on Thursday. It would be a good idea for the Logistics to come earlier then give the rest of the alumni a tour of campus when they arrive Thursday morning. Lorne mentioned that the Logistics team used to arrive on Tuesday when Committee arrives. Chris said last year they arrived on Wednesday and it worked better. He found there was not a need for them to arrive on Tuesday. Chaperones, First Aid, and Mental Health First Aid will arrive at 10:00 on Thursday morning. Logistics will arrive at 10:00 on Wednesday morning. There has been issues in the past with the time Skillbuilders arrive. Alex L thinks that skill builders should still come earlier than the delegates.

Lorne suggested the Skillbuilders arrive and register between 1:00 and 1:30 on Thursday.  Then they will have from 1:30 to 2:00 to set up their rooms. At 2:00 the Skillbuilders will have a meeting with the Skillbuilding Co-Chairs. Alex said he would ask Saint Francis Xavier University if they could provide some bagged lunches for the Skillbuilders when they arrive. Conference Committee continued to discuss the itinerary for the rest of conference. They decided to keep field day as it was very popular last year. Regarding meal times, some felt they could be cut shorter as it does not take an hour and a half to eat. Katelyn warned that there are often long lines for meals and not everyone will finish at the same time. Chris mentioned that mealtimes are a good opportunity to get back on schedule. It would be a good idea to keep them long in the itinerary then cut it shorter when needed. Mary suggested providing the advisors with the skillbuilding manuals. Alex L will do more adjustments to allocate travel times as well as any other changes needed to be made. He hopes to have it finalized by next week.

 

Conference T-Shirts: There was a vote on the Google Classroom prior to the meeting. Committee voted on their favourite version of the logo as well as what colour the shirt will be. The logo with slanted lettering won. A majority of the Conference Committee voted for black to be the colour of the t-shirt.

 

Valley: The Valley regional conference will be held Saturday, February 23 at Acadia University. Registration forms will be available soon.

 

Future Meeting Dates: The next Conference Committee meeting will be Sunday, February 24 at 10am. That meeting will be located at Mount Saint Vincent University. The March meeting will be Saturday, March 30 at 10am. It will be located at Saint Francis Xavier University.  The following meeting will be held Saturday, April 13 at 10am. It will be located at Mount Saint Vincent University. Then there will be another April meeting on Sunday the 28. It will be held at Saint Francis Xavier University at 10 am. The week of conference is from Tuesday, May 14 to Monday, May 20.

 

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

Date of the Next Meeting: Sunday, February 24 at Mount Saint Vincent University.

 

Conference Committee Meeting Minutes – December 21, 2018

Conference Committee Meeting

20181221

Time of commencement: 20:30

Time of Adjournment: 21:55

Duration: One hour and twenty-five minutes

Attendance:

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

Present Non-Voting Members: Chris Gordon, Lorne Abramson

Regrets: Katelyn Libbus, Jack Clapperton, Brie MacPhee

Positional Updates:

Secretary: She posted the minutes from the last meeting to the website. She is still collecting money for the windbreakers. The order will be placed on January 3. Therefore, any Conference Committee members who would like to order a windbreaker should get their money to Kailey by January 2.

Public Relations: Currently businesses are stressed due to the holiday season. This has made it difficult for the Public Relations to find donations. Alex believes it will be easier once they are able to provide all of the specific information regarding conference. Jasmine gave the donation letters to Rejuvenate Spa and Dexter Construction. Dexter Construction is interested in making a donation. Lorne suggests the Public Relations should look for donations from businesses owned by Nova Scotia Secondary School Students’ Association (NSSSA)  alumni as they are usually more eager to donate.

Skillbuilding Co-Chairs: They have completed the first two skillbuilding sessions. They are looking for feedback from the Co-Chairs. The sessions they have finished are the introductory session and the communication session.

3-Tions: They started filling in the database with the members of Conference Committee who have sent their information to the 3-Tions.

Welcoming Co-Chair: They made the welcoming questions and have started planning the welcoming night activity. They are still looking for yarn donations. Alex suggested using the holiday break to make a lot of fuzzies. Lorne suggested that they look at seniors’ homes for donations. Mary mentioned that Conference Committee could volunteer at a seniors’ home and run a workshop on how to make fuzzies. Ella is working on the video game for the welcoming night activity, and it is going good so far.

Wendy: They have been studying the “Cheer Bible”. The “Epic” at the Metro regional conference went very well and Mitchell would like it to be similar but not too much so that the delegates coming from the Metro region feel like they have seen and done the same thing before as they might find it boring. Mitchell is thinking of having an “Epic” theme related to electric circuits. They are still brainstorming dance themes and will make a poll when they decide on a few. There are plenty of leftover costumes from the Metro regional conference. They were not sure how they wanted to schedule the costumes and how often to change during the talent show. The Co-Chairs suggested they change costumes throughout the talent show, but as the talent show at the provincial conference is longer they could change costumes between every 4-5 acts. Alex mentioned that past Wendys have created a costume database to record who owns each costume.

Co-Premier: They are currently working on booking keynote speakers. Carol Anne Fried, who led “Playfair” at last year’s conference, has been confirmed to return. She will work on changing it up so it is not the exact same as last year. So far, Conference Committee has two speakers booked for Synergy 2019. There are two people in consideration for the third spot are Drew Dudley and Andy Thibodeau. Andy Thibodeau is one of the founding members of the former Ontario Secondary School Students’ Association. He was one of the first keynotes to speak at an NSSSA conference. Lorne speaks very highly of Thibodeau’s speaking. Andy talks about working as a team which corresponds with the theme of conference, Synergy. Lorne suggested that if there was a school who was interested in having one of the keynote speakers speak at their school around the time of conference, the NSSSA and those schools could split the cost. Drew Dudley gets booked up fast, but is available to speak at Synergy 2019. He published a book this year about leadership. He has an online course, which he might be able to give out for free to everyone at conference. Both speakers will likely cost around the same, but the Co-Chairs will look into the budget.

New Business:

Next Meeting: Committee went around and each position said what they plan to accomplish by the next meeting. The 3-Tions are going to finish the registration forms and finish the Conference Committee database. The Welcoming Co-Chairs hope have more fuzzies done and concrete plan for the welcoming night activity. The Public Relations will go out to more businesses. The Secretary will work on the minutes and order committee wear. The Skillbuilding Co-Chairs hope to have 4-6 sessions completed by the January meeting. The Wendys hope to decide on a dance theme, brainstorm ideas for the “Late-Nighter”, and continue to study the “Cheer Bible”

Conference Bags: At the last meeting, the committee decided to look into getting both the fanny packs and the reusable tote bag. The person at Saint Francis Xavier University, who the committee is ordering the conference bags through, is looking for a fanny pack that turns into a tote bag. Metro has a bunch of tote bags that were unused. Committee could just get the fanny pack then use the tote bags that are already available.

Logo: The most popular logo among the committee is the one where each NSSSA region has their own puzzle piece. Ella suggested using the already divided Nova Scotia map, which is found on the NSSSA website. Alex L said that he will work on it. At past meetings’ when discussing the logo, black has been suggested for the colour of the shirt. Alex L. does not love the idea of a black conference shirt, he suggested a heather gray. The shirts cannot be red because that colour is reserved for First Aid. Once the logo is made, the Conference Committee will decide on the colour.

Acronym: Alex suggested an acronym because this is the provincial conference in quite a few years where the name is only one word name. Majority of the committee went against.

Ancillary Video: The Conference Committee discussed ideas for the video that will be created for Saint Francis Xavier University’s Ancillary Services. The point of the creation of the video is to say how much the NSSSA loves St. Francis Xavier University and their facilities. Mitchell suggested creating a music video. The welcoming video played at the Canadian Student Leadership Conference showed the planning committee around the hosting school while they lip-synched to “Firework” by Katy Perry. It was suggested that the Conference Committee makes a parody of a song. Mary reminded the committee that the video should be professional but fun. Ella’s idea for the residence scene is to do it in the style of an episode of “MTV Cribs”. At the next meeting the committee will solidify the idea and then the Co-Chairs will present it to the person from Ancillary Services.

Itinerary: The Co-Chairs are looking for feedback on the schedule from last year’s provincial conference, Rise Up 2018. It was suggested to keep the free time and the Field Day would be a good thing to have again this year. Ella found the “Late-Nighter” abstract and that there was not enough seating. Mary suggested getting more tables in Bloomfield for the “Late-Nighter”. There was a suggestion for the Public Relations to ask toy stores for donations of board games. Jasmine suggested having video games like “Just Dance” during the “Late-Nighter”. Karaoke was mentioned as well. If the committee wants to use the projector in Bloomfield, they should ask far ahead of time to ensure the box can be unlocked. The committee should brainstorm ideas for the “Late-Nighter”.

Spirit Wear: The Co-Chairs are looking for ideas of items to sell during the conference. Last year, not very many people pre-ordered spirit wear. Chris suggested using a “Square”, which would allow people to pay for spirit wear with a debit/credit card. Lorne mentioned that even though pre-sales did not go as well as hoped, there was still a significant profit on spirit wear at last year’s provincial conference.

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

Date of the Next Meeting: The next conference committee meeting will be held January 13, 2019 at Saint Francis Xavier University.

 

Conference Committee Meeting Minutes – November 24, 2018

Conference Committee Meeting

 

20181124

 

Location: Saint Francis Xavier University

 

Time of commencement: 10:10

 

Time of Adjournment: 11:40

 

Duration: One hour and thirty minutes

 

Attendance:

 

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.

 

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

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.

Conference Committee Meeting Minutes – August 26, 2018

 

Conference Committee Meeting

20180826

Location: Mount Saint Vincent University

Time of commencement: 14:09

Time of Adjournment: 15:54

Duration: One hour and forty-five minutes

 

Attendance:

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

Present Non-Voting Members: Chris Gordon, Lorne Abramson

Regrets: Jack Clapperton, Wamfa Kumdoung

No-Shows: N/A

 

New Business:

Introductions: The committee introduced themselves by listing their name, grade, school, position on Conference Committee, and why they decided to join this committee. Then they played a game of Microphone Mic to learn each other’s names. The committee went over the 8 Key Concepts. Which are; positive internal focus, speaker in charge, speak for I, no killer statements, right to pass, no unfinished business, levelling out, business never personal.

Full Value Contract: This year Conference Committee will have a Full Value Contract. This is an item that will have the eight key concepts written on it, if anyone breaks a key concept during a meeting they must wear the item. Some ideas for the Full Value Contract were; mom visor, fedora, Peppa Pig costume, adult diaper, cape, hammer pants, shutter shades, big rubber boots, cowboy hat, propeller hat, tutu, inflatable life jacket, big life jacket, and a morphsuit. They will decide on an item at the next meeting.

Goals: One of the major goals for this committee is to follow through with fundraising to ensure more scholarships for the 2019 provincial conference. An idea is to potentially fundraise with the Strait Regional Cabinet as well as the Metro Regional Cabinet, as those are the locations of Conference Committee meetings. Lorne mentioned that past Conference Committees did not know how to properly determine who receives the scholarships. He suggested that fundraising would add a lot more work on the committee and that it may be a good idea to encourage schools to do their own fundraising. The committee discussed possibly having scholarships going directly through the schools. Lorne brought forward the idea of having schools send Conference Committee a number of students going to conference who are in financial need of a scholarship. This would have to be done without sending the names of the students due to confidentiality. Chris suggested that schools should nominate students for the scholarships as they can attest to said students financial need. Lorne advised that they do no provide full scholarships since there have been negative experiences with students receiving full scholarships in the past. Angus feels that scholarships should focus on regions that sends less students to the provincial conference as that could potentially increase attendees from said region. Mitchell suggested a pool of money with compensation forms that advisors would give to students interested who actually need the money. The amount of money the student receives would be dependant on how many people apply and the student would have to pay the full payment then they would be reimbursed. Alex was concerned that hypothetically if the committee received fifty applicants and have $500 in the pool each student would only receive 10$ back, which may not help the student. Lorne said that if the students are nominated by an advisor, then a student who would not apply solely because of the cost would potentially apply. Lorne suggested that committee plans a fundraiser that students could participate in, that way they are raising their own money. We discussed some eucalyptus fundraisers that other organizations use such as a ticket sale lottery and Krispy Kreme.  The committee could present fundraising opportunities to the schools. The committee informally decided that they wanted to fundraise, but the Co-Chairs will have to bring it to Provincial Cabinet. In the past there was a notice to parents/guardians asking if they know anyone who cannot afford conference and if they would like to donate to them. That is something that could be put on the registration form. The Cape Breton-Victoria Regional Cabinet used to go to corner stores asking if they would like to sponsor a student to attend their regional conference. They will continue the discussion at the next meeting.

Timelines: A timeline is a list of positional tasks as well as the date they are suggested to be finished by. The Co-Chairs’ goal is to have it completed and sent out by next weekend.

Gmail: Everyone on cabinet needs to have a gmail account because of the resources and to maintain consistency. Also, everyone on cabinet should have an email signature, it is important to make sure that the signature is up to date.

Being a member of Conference Committee: Members of the Nova Scotia Secondary School Students’ Association are leaders and should portray themselves as such. They need represent the organization well in addition to representing what it stands for. It is important that when Conference Committee members use social media they are professional and cautious as someone is always watching. One inappropriate post could have negative effects on the organization. Members should not post anything breaking the “Three D’s”. These are; no drinking, no drugs, and no doing it. It is important that members of Conference Committee are positive role models.

NSSSA News: Soon anyone will be able to attend any regional conference across Nova Scotia. There will be a Provincial Cabinet discussion about how many people can attend each conference. They are figuring out the logistics and will have more updates soon.

Website: Provincial Cabinet wants to put a cabinet picture on the website for each cabinet/committee. A picture will be taken at a later meeting.

Potential Keynote: Mary and Alex heard Drew Dudley’s Ted Talk at the PC retreat. They were impressed by his speech. They will put his video in the google classroom for committee to review. Chris mentioned that Dudley can be expensive but the Co-Chairs will look into the costs. Dudley has delivered a keynote speech at a NSSSA conference in the past. Mary and Alex asked committee to reflect on anyone they know who would be engaging and interactive as a keynote speaker.

Conference: Mary and Alex will be meeting with Saint Francis Xavier University to discuss last year’s conference as well as changes that could be made for this upcoming year. One thing they want to look over is the schedule. They will look into seeing if the main gym will be available.

Group Chat: Conference Committee will have a group chat for quick communication. This means no big questions or conversations that should be had at a meeting. The group chat will be for simple things such as “I’m running late” or a location reminder. Google Classroom is for reminders.

Future Meeting Dates: There will be one meeting a month for now. Closer to conference there may be more than one a month. The next meeting is Sunday September 30, at 10:00. That meeting will be held at Saint Francis Xavier University. The following meeting will be Sunday October 28, at 10:00. This meeting is located at Mount Saint Vincent University. The November meeting will be held Saturday November 24, at Saint Francis Xavier University. The meeting that follows will be held Sunday December 16, at Mount Saint Vincent University.

Conference Names/Themes: The theme of conference should have nothing to do with height as that has been the provincial conference theme for the past few years. The committee should consider what happens after someone has risen up. Angus suggested the names Levelling Out and Horizon. Alex mentioned having something related to fire as the theme. Mary and Alex’s ideas were Limitless, Infinite, and Above and Beyond. The theme of “Limitless” would be that success can always grow. Chris informed them that Beyond was the name of a 2010 conference. Committee must decide whether or not they would like the name to be an acronym. The Co-Chairs asked that committee think of logos and names and bring their ideas to the next meeting.

Cabinet and Spirit Wear: Some ideas for cabinet wear are; crests, tear off pants, socks, cardigan, hoodies, crewneck, bucket hats, slides, and Jibitz. Ideas for spirit wear are: popsockets, frisbees, and buttons. This discussion will continue at the next meeting. In the meantime members are asked to think about what they want and bring their ideas to the next meeting.

Homework: Chris suggested that committee reflects on conferences in the past, what they want for this year’s conference, and their positional goals. Everyone should complete their first impressions cards for the next meeting. First Impressions is an activity done at the provincial conference where everyone writes individual first and last impressions of everyone in the group. Committee members only have to write first impressions for now.

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

Date of Next Meeting: Sunday September 30, 2018 at 10:00. It will be located at Saint Francis Xavier University.

Conference Committee Meeting Minutes – May 6, 2018

NSSSA Minutes From:

Conference Committee Meeting

20180506

 

Location:Mount St. Vincent University, Evaristus Hall, Room 102

Time of Commencement:10:11

Time of Adjournment: 12:20

Duration: Two hours and nine minutes

 

Attendance:

 

Present Voting Members: Katelyn Libbus, Celia Briand, Logan Fox, Claire Kleinknecht, Mackenzie Casey, Aidan Doucet, Fortesa Sahiti, Anna Gaudet, Rebecca MacKeen, Kat Pindera, Sam Silver, Mary Stackaruk

Present Non-Voting Members: Lorne Abramson, Kassandra Kelbratowski

Regrets: Patrick Wallace, Madison Harpell, Michael MacDonald, Brennan Marks

No-Shows: N/A

 

Updates:

 

3-Tions: The 3-tions have been entering information into the database and updating missing/wrong information as it comes in. As discussed, some of the requests for a delegate assistant are a mistake as it may have been confusing with online registration. Abe talked about finances with the 3-tions. Relating to one attendee with specific diet restrictions, while StFX sees the database and do what they can to accommodate various diets, sometimes it may not work. If she is extremely concerned, she may contact StFX herself.

 

Skill Building Co-Chairs: The first Skill Building Retreat was completed in Antigonish with the second one occurring after the meeting in Halifax. Skill building pairs have been picked and all materials needed have been figured out; an email will be sent out regarding which materials committee members must bring as well.

 

Public Relations: 18 organizations are attending the Opportunities Fair as of right now and Madison is waiting to hear back from Acadia as they have been invited as well. There have been sponsorships made from Mount Allison, St. Thomas, and UNB. A cheque is being waited on from Taking it Global as the NSSSA has received at grant at the value of $1500. As for the delegate bags, there are pins, UNB wanted to send pens, Mount Allison is sending a view book, and StFX will be putting water bottles and a view book in as well. The Public Relations are continuing to work on getting donations for the delegate bags.

 

WENDY’s: The WENDY’s completed planning EPIC, which will be a picture challenge with different difficulty levels of pictures and will be judged based on quality, creativity, and group involvement.

 

Welcoming Co-Chairs: The delegate manual is almost completed with only the ad page to be put in before printing. Fuzzies are almost completed as well and are approximately 250 plus 18 more that Mary will give the co-chairs. A Kahoot! Game was made for opening night, as well the Mostest will be played with a few backup games; every time there is a bed run, there will be a dance party. Logan’s speaker that he was going to borrow from his school for the opening activity needs to be plugged in, so the idea to work around that was to acquire many extension cords and plug it into Riley Hall.

 

Secretary: The minutes from the last meeting were sent out and posted on the website and the sweaters were brought in to give to those who have not received their Conference Committee sweater.

 

Co-Chairs: Registration was fixed online, extended, closed, numbers have been finalized, and the Co-Chairs have been working with Abe and the 3-tions to finish up the database. The PRs have been working with the Co-Chairs and have contacted universities. Check-ins were also held for finalization of tasks with the committee. Katelyn and Paddy did different interviews on the radio, phone, and for the newspaper for promotion and have booked different items such as radios, the DJ, StFX food, rooming lists, and more. The Co-Chairs have held some meetings with StFX and have more soon as well positional itineraries for conference have been completed.

 

Provincial Advisor: Abe gave out different pieces of advice to committee members for during conference. One is to remember not to get cliquey during conference and to take care of themselves and each other, as they have to stay in a good frame of mind all through conference time. He reminded committee members that they are known and will be looked up to, as people will have large expectations of them and to act accordingly. As well, there will be a significant number of grade 9s and 10s and committee members should work to get to know at least one person and get into conversations with new people at conference, especially at meal times in order to make sure that the newer delegates feel welcome and not overwhelmed. The last piece of advice was for committee members to be aware of what they are saying, even in their group, as some points could be misinterpreted and to thank every StFX staff member that they see all throughout conference.

 

Logistics: The entire logistics team has been approved.

 

New Business:

 

Numbers: This year the number for conference has been larger than it has been in a couple of years, with 45 advisors and around 255 delegates attending. The ideal range for attendance for conference is approximately 350-400 attendees in total.

 

PC Update: At the Provincial Cabinet meeting, there was a discussion as to whether or not it would be a good idea to get rid of regional conferences, and the conclusion came out that those from different regions can attend another region’s conference. The Head School Rep coordinator is now an official position on PC. This year is the first year that PC members outside of Conference Committee have had to pay to attend the Provincial Conference, and all members of Provincial Cabinet are going to be attending the Provincial Conference.

 

Pre-Conference: All committee members should arrive at StFX on Tuesday, May 15 around 5:30pm and dinner will be at 6:00pm. Members are advised to bring everything that they could need, including fancy/business casual clothing for the dinner with StFX heads and fun games, and to “over pack.” Pre-conference will be set-up and committee bonding.

 

Miscellaneous: If anyone absolutely needs to access the database they should ask Abe. Abe advised to print off around 450 delegate manuals in order to have enough to send off to universities.

 

Positional Tasks:

 

Welcoming Co-Chairs: Finish up fuzzies, complete welcoming email, and fix the spelling errors in the Kahoot!.

 

WENDYs: Complete late nighter plan and figure out how to acquire a Wii/Xbox to bring and practice cheers and acquire all costumes needed.

 

3-tions: Stay on the database to finish it up and fix any mistakes in information, stay in touch with Abe, receive cheques for Opportunities Fair.

 

Skill Building Co-Chairs: Mention to skill builders to bring touchstones, get everyone’s Kik to make a skill builder group chat, send Skill Building Manual to advisors and then print off more to have at conference, stay in touch with skill builders, collect all needed materials.

 

Public Relations: Try to get more items for the delegate bags, make sure the sponsor database is updated, and ensure that the Opportunities Fair is organized.

 

Secretary: Send out minutes.

 

Co-Chairs: Get ready to respond to crisis’ that may occur, write up speeches, and try to relax before conference.

 

Adjournment:Claire motioned to adjourn the meeting at 12:20 and Anna seconded said motion. Motion passed, meeting adjourned.

 

 

 

 

 

Conference Committee Meeting Minutes – March 25, 2018

NSSSA Minutes From:

Conference Committee Meeting

20180325

 

Location:St. Francis Xavier University, Gerald Schwartz School of Business Building, Room 190

Time of Commencement:10:07

Time of Adjournment: 12:08

Duration: Two hours and one minute

 

Attendance:

 

Present Voting Members:Patrick Wallace, Katelyn Libbus, Celia Briand, Logan Fox, Claire Kleinknecht, Brennan Marks, Madison Harpell, Michael MacDonald, Fortesa Sahiti, Anna Gaudet, Rebecca MacKeen, Kat Pindera, Sam Silver, Mary Stackaruk

Present Non-Voting Members:N/A

Regrets: Aidan Doucet, Chris Gordon, Mackenzie Casey

No-Shows: N/A

 

Updates:

 

3-Tions:The 3-Tions have been working on the database and answering questions sent to the 3-tion email account! They have also received CC’s info as well and put it in the database, but are still waiting for some to send their information. There was a question regarding a delegate who has requested a delegate assistant and the first thing to ask is if they have a friend they would like to bring to conference as their delegate assistant. After that, the Co-Chairs will help with communication.

 

Skill Building Co-Chairs: Sam has shared the EPIC document with the Co-Chairs and the Skill Building Manual is fairly close to finalized with everything in its own doc form. The Welcoming Letter for the manual needs to be completed. All positions must send in their positional roles to the Sam or Mary as one of the sessions, called NSSSA Workshop, is partially to explain the NSSSA on a cabinet and committee level but also create a conversation about the organization and form questions about it. Skill building pairs will be made once the 3-tions send all of the information regarding skill builder applicants. As stated before, there are to be two skill building retreats; one in Antigonish on April 22 and one in Halifax on May 6 and CC members are encouraged to go to one or the other. However, 2-tions, WENDY’s and Co-Chairs must attend both retreats. The itineraries for the retreats are also completed.

 

Public Relations: A bouncy castle cannot be rented for the welcoming activity. The Public Relations have received more emails from organizations and businesses expressing interest in attending the Opportunities Fair and will go into the database. There have been no items acquired for the delegate bags because the PRs were told to have no overlap in businesses and organizations asked for donations, but that is nearly impossible as each region contacts as many businesses as they can for their own conferences. Sam commented on how residents in Antigonish are typically willing to make more donations due to the fact that the NSSSA’s Provincial Conference is such a large event that occurs every year in Antigonish. Large donations last year came from Halifax businesses and organizations and smaller ones came from Antigonish; PR’s are advised to try contacting businesses in New Glasgow as well. An email to send to universities asking for sponsorships must also be written up and completed.

 

WENDY’s: EPIC’s theme, while discussing with the Skill Building Co-Chairs, will be space-themed. Costumes are good to go, as are cheers, and the dance theme is confirmed to be “Tight ‘n’ Bright” with glow paint and bright clothing.

 

Welcoming Co-Chairs: The welcoming email is nearly completed with just times for drop off and pick up to be added in, and a packing list has been completed. There were 300 fuzzies total but some are to be given to IC so the fuzzy count is down to 200. The welcoming activity is planned out and there was a request for a small budget to buy supplies for snow cones and cotton candy, which would not be an issue. The only difficulty would be that StFX does not allow food to be brought onto campus, however, Patrick and Katelyn will discuss the situation with a representative. There will be games such as huckle buckle to play during the welcoming activity if fuzzying gets tiring. Opening night there will be Mostest and a Kahoot! game. Delegate manual is almost complete, as Brennan just needs other people to send him different pieces of information to go into it; he needs the conference logo, itinerary, sponsors, and bios for keynote speakers. Logan will talk to his Com-Tech teacher about borrowing large speakers for the welcoming activity.

 

Secretary: The Secretary forgot sweaters for Brennan and Michael, but sent out minutes from the last meeting and posted them on the website.

 

Co-Chairs:The Co-Chairs have been dealing with a lot of questions from people for registration. They have opened the scholarship applications and are currently going over who will receive the sponsorship. It looks as though there are nearly 150 delegates and skill builders registered. The early bird price option is now closed, as is the skill building application. Patrick and Katelyn had another meeting with StFX to discuss more promotion and have collected all the regional databases and plan on sending out an email to each previous delegate telling them about RISE UP. They have also acquired the official contract signed for the NSSSA partnership for the next few years. The Co-Chairs are currently in the process of trying to deal with IB exam conflicts and have been in contact with the IB Coordinator for Nova Scotia and are working on a solution.

 

Advisor: Chris had a meeting with Megan and discussed a plan for communication between the NSSSA and the leading up to conference this year and an outline for what registration would look like and how it would function in an ideal world. The plan created is that every Monday, Chris will circulate an email to advisors with a list of their students. This gives them a chance to confirm their students as well as make sure that they know all of the kids in advance of conference and have the proper ratio.The database should be regularly circulated among Chris, Abe, the 3-tions, and the Co-Chairs and nearly on a daily basis.

 

New Business:

 

Promotion: A StFX representative had an idea of having video promotion with clips of people on the cabinets or committees to say their reason why students should attend conference and apply to be on a cabinet or committee.Promotion should be in schools and committee members have already been posting on their own social media accounts about conference and are encouraged to continue to do so.

 

Spirit wear: Spirit wear is going to be sold at conference and those attending may be able to pre-order spirit wear so it is available for pick up at conference. Items that may be available are ball caps, crewnecks, and hoodies. Future items that are suggested to be added to the inventory are socks, stickers, magnets, key chains, and bucket hats.

 

Delegate T-Shirts: The debate for colours for delegate t-shirts was between yellow-gold and blue. Yellow-gold was voted on to be the colour for t-shirts at conference.

 

Speakers: CC must send contact information from their own school’s Co-Presidents and Student Council Advisor to Katelyn and Patrick because promotion for one speaker to high schools in the province will lower the cost. Two speakers are confirmed for conference.

 

Numbers: Currently, there are about 20 advisors, 4 Chaperones, 105-120 delegates, 4 First Aids, 11 Logistics, 2 Mental Health First Aid and 42 skill builders registered for conference. Qendresa will be the official conference photographer.

 

Miscellaneous: The welcoming video is made during pre-conference and an idea for the theme of the video is based on “That 70’s Show” opening. As for pre-conference, all committee members will receive letters to give to guardians and guidance counselors or Vice-Principals about the special circumstance to miss school. An itinerary for pre-conference needs to be made.

 

Positional Tasks:

 

WENDY’s: EPIC needs to be completed as well as the plan for the late-night activity.

 

Welcoming Co-Chairs: Around 300 fuzzies need to be finished and the welcoming email draft is to be shared with Patrick and Katelyn. For the welcoming activity, Patrick and Katelyn will get back to the Welcoming Co-Chairs regarding bringing outside food on campus and the opening night activity needs to be completed as well.

 

3-Tions: Continue to input registration information into the database.

 

Public Relations: The email for universities needs to be completed and the Public Relations are to continue to contact business and organizations, especially for delegate bag donations. The Co-Chairs will let the PRs know what is said about overlap at the PC meeting. Logos from sponsors are required to be sent to Brennan to be put into the delegate manual and the PRs are encouraged to try contacting large universities in Canada.

 

Skill Building Co-Chairs: The manual is to be completed, made into a PDF form, and sent to CC. Letters to skill builders, the list of materials needed for sessions, and EPIC all need to be completed and skill builders are to be chosen.

 

Secretary: The minutes need to be sent out, once numbers and sizes come in t-shirts are to be ordered, and hoodies for committee missing members need to be brought to the next meeting.

 

Co-Chairs: The cotton candy, popcorn, and snow cones situation is to be worked out with StFX. The pre-conference itinerary is to be worked out and the large promotion email is to be sent out. Overlap in asking for a donation is to be discussed at the PC meeting.

 

Adjournment:Madison motioned to adjourn the meeting and Sam seconded said motion. Motion passed, meeting adjourned.

 

Date of Next Meeting: The next meeting will be the last meeting before pre-conference. It will be held May 6th at Mount St. Vincent University, the time is TBD but will occur around 10:00am.