Metro Meeting Minutes – November 18, 2018

Metro Regional Cabinet Meeting

20181118

Location: Mount Saint Vincent University

Time of commencement: 19:10

Time of Adjournment: 21:35

Duration: Two Hours and Twenty-Five minutes

Attendance:

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

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

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

Conference Debrief:

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

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

Communication:

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

Zello

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

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

Communication with Conference Attendees

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

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

Security

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

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

Sleeping Arrangements:

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

How to Wake People Up

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

Explanation of Room Options

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

Washrooms

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

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

Bag Storage

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

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

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

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

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

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

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

Date of Next Meeting: TBD

 

Metro Meeting Minutes – November 4, 2018

Metro Regional Cabinet Meeting

20181104

Location: Mount Saint Vincent University

Time of commencement: 19:03

Time of Adjournment: 21:29

Duration: Two hours and twenty-six 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, Renee McLeod

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

Regrets: N/A

Positional Updates:

Secretary: She has been working on minutes.

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

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

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

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

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

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

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

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

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

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

New Business:

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

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

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

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

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

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

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

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

Date of the Next Meeting: November 9, 2018

Metro Meeting Minutes – October 28, 2018

Metro Regional Cabinet Meeting

20181028

Location: Mount Saint Vincent University

Time of commencement: 19:13

Time of Adjournment: 20:09

Duration: Fifty-six minutes

Attendance:

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

Present Non-Voting Members: Qendresa Sahiti, Fortesa Sahiti

Regrets: Katie Bates, Mitchell Aguinaga, Emily Robichaud

Positional Updates:

Secretary: She has been working on the minutes.

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

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

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

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

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

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

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

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

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

New Business:

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

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

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

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

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

Date of the Next Meeting: Sunday, November 4

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

Metro Meeting Minutes – September 30, 2018

Metro Regional Cabinet Meeting

20180930

Location: Mount Saint Vincent University

Attendance:

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

Present Non-Voting Members:

Regrets: Kailey Webber, DJ Shuman, Mitchell Aguinaga, Renee McLeod

Positional Updates:

Public Relations: Alex will start finding people to run Engagement Sessions. So far he has Fortesa confirmed as well as a maybe from Aubcon. Isabelle started contacting people for delegate donations. She contacted Saint Mary’s University, Dalhousie University, & other places for donations of pens. Isabelle needs write-ups and pictures for the Delegate Manual from each Cabinet Member, and a full page write up from Katie and Becca.

Skillbuilding Co-Chairs: They have started typing up the Skillbuilding Sessions. Their retreat will be held on November 3, any member of Cabinet who is able to attend is encouraged to come. They are looking into getting snacks for the retreat.

Head School Representatives: The Head School Representatives got in contact with Island View and are going to do a presentation there. Kings View Academy requested a presentation. Isabelle said she would probably be able to go on her off block and do a presentation.

3-Tions: The 3-Tions need every Cabinet Member to give them their forms as soon as possible. They have been continuing to add people to the database. They are gonna start working on the confirmation letter.

Welcoming Co-Chair: Ella and Julia G have been continuing to make more Fuzzies. They have been working on the Welcoming Email as well as starting to edit the Welcoming Video.

Co-Premier: Katie and Becca let everyone know that if they have any questions about their timeline to let them know.

New Business:

Promotional Video: Katie asked for ideas regarding how to go about adding translations to the Promotional Video. Becca said if anyone could translate the video she could put them onto the YouTube video.

Promotion: Everyone on cabinet should be promoting conference on Social Media. Jasmine made promotional photos and sent in the Facebook chat.

Keynote Speaker Suggestions: Becca suggested it would be good to have someone who isn’t the “typical” speaker. Youna said she would like if the speaker doesn’t just “talk” and tries to engage with the audience. Becca suggested it might be good if there wasn’t more than 2 speakers. Quinn mentioned that it could be good to have multiple speakers to keep people engaged. Cameron agreed that it’s good to have people who are not just speakers but performers, for example the Stomp performer from provincials. Katie suggests that everyone seems to want someone who engages the crowd. Ella said that Lennett turkey Anderson is friends with her mom, and he could be good as a speaker. Ella will talk to her mom about talking to him. Mental health related talks are also generally enjoyed and it’s thought that they are good to help break the stigma.

Filming Dates: Katie reminds everyone that some clips for the welcoming video need to be filmed. The next filming session will be next Sunday, October 7 at 12pm.

Engagement Sessions: Alex brought up that delegates should only be able to sign up for one Engagement Session due to scheduling issues last year. He is aiming for around 20 sessions to make sure that the sessions have enough people in each session. Becca mentioned we need to make sure there is a plan prior to conference regarding registration for Engagement Session. Katie mentioned the possibility of emailing the options to the delegates ahead of time so they could pick their top choices. Becca said she will talk to her dad about doing Engagement Session on balloon animals again. Ella mentioned that Dereck Thibault could come and perhaps do an improv session. Cabinet agreed that Delegates will be able to register for two Engagement Sessions and they will continue to discuss how to organize their scheduling.

Patches: Steve can make patches. Katie and Becca need to email Alex LeBlanc and Michael Putnam about the conference logo, and email Steve from First Choice Sportswear about ordering conference patches.

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

Date of the Next Meeting: October 14, 2018

Metro Meeting Minutes – September 16, 2018

 

Metro Regional Cabinet Meeting

20180916

Location: Mount Saint Vincent University

Time of commencement: 19:08

Time of Adjournment: 20:38

Duration: One hour and thirty minutes

Attendance:

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

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

Regrets: Ella Stacey, Becca MacAulay, Emily Robichaud

Positional Updates:

Secretary: Kailey edited, sent and posted the minutes from the previous Metro meeting on the website.

Public Relations: Alex needs a finalized itinerary to contact people to lead engagement sessions.

Skillbuilding Co-Chairs: They have been working on organising the skillbuilding retreat. Emily W has booked Lockview High School to host. The retreat will be held on Saturday, November 3. Katie said that she needs a written confirmation from the school.

Head School Representatives: They have a date for retreat which will be held September 24 at Millwood High School. Quinn advised only having one or two representatives solidified from each school as too many people may lead to poor communication. They ask that the Public Relations start looking for food donations to eat during the retreat.

3-Tions: They completed the first aid, chaperone and logistics, delegate, and skillbuilder forms. They now need to know what the refund deadline is.

Welcoming Co-Chair: They have a copy of a past welcoming email. They also are continuing to create more fuzzies.

Wendy: The have completed the talent show form. Alex will send them last years form so they can compare. They are searching for costumes. If anyone has any costumes, they ask to borrow them for conference.

Co-Premier: Becca and Katie have been working on completing the budget.

New Business:

Conference T-Shirts: The past few years there has been issues with conference t-shirts, more specifically the surplus of shirts affecting the profit margin. She asks for suggestions that may be more financially conscious. Cabinet suggested patches that people could collect at every conference. Other suggestions were lanyards, bandanas and stickers. If Cabinet decided not to order conference shirts, the extra money saved could allow cabinet to lower the cost to attend conference or create more scholarships. Conference shirts can be wasteful and should Cabinet not order them, there could be a positive environmental impact. Alex brought up the discussion regarding making delegate bags more environmentally friendly. Alex suggested smaller bags that could be also used as lunch bags, similar to the bags that are given out by “Lululemon”. Julia L  suggested that the Public Relations contact “Lululemon”. Cameron is concerned that delegates might think that Metro is being cheap for not giving out conference t-shirts. Jasmine mentioned that people wear past conference t-shirts to other conferences as spirit wear. DJ said that he wears his conference shirts all the time and has been good for promotion at his school. Julia L said one year they made delegates pre-order their conference t-shirts, this allowed the Metro Regional Cabinet to avoid ordering a surplus of t-shirts. Alex suggested, since Cabinet is considering environmentally friendly codeword options, they could give each item in the delegate bags something that is reusable and good for the environment. Anna said that the Conference Committee from last year discussed how delegate manuals get wasted and options to prevent this waste. She said that they brought up the idea of having the delegate manual online that can be sent out in a PDF format. If the Metro region starts the initiative to remove conference shirts, then other regions may follow suit. Mitchell suggested having a keynote speaker talk about environment impact.

Motion 1: Mitchell motioned to eliminate the creation of t-shirts at this year’s Metro Regional Conference. Renee seconded said motion.

If they choose to not order conference t-shirts, DJ suggests ordering conference spirit wear that could be sold at conference. He is worried that the conference attendees will feel cheated. Alex said they might not feel cheated if Cabinet explains the environmental impact that conference t-shirts have. Katie said that the NSSSA should evolve. If this idea does not go over well, then next year’s Cabinet can make the decision to either continue or discontinue it.

12 votes in favour, 1 abstaining, and 1 vote against.

Motion passed. The Metro Regional Cabinet will eliminate the creation of t-shirts at this year’s Metro Regional Conference.

Quinn mentioned “Let’s Grow”, “The Tare Shop”, and “Let’s Sprout”. These are environmentally friendly organizations, he recommends that they are contacted about the conference. One of the groups, came to a camp where Quinn was working and taught the group how to make bags out of old t-shirts. Brooke thinks that would be a great skillbuilding activity, but the bags would not be full unless Cabinet makes the bags before conference. Julia suggests putting the items in the room and have the delegates fill their own bags. Matt asked if there was enough shirts to have everyone create a bag. The Advisors suggested reaching out to the alumni network to see if anyone would want to donate old conference t-shirts.

Motion 2: Renee motions to create the delegate bags using leftover conference t-shirts. Julia G seconded said motion.

The amount of t-shirts needed depends on how many delegates register. Julia L estimates around 300. DJ brought up that people might throw the bag away. But, at least reusing the shirts in a useful way is better than what they are used for now. In the confirmation email they can put a note that delegates can bring their own old conference shirts.

13 voted in favor of the motion, 1 abstained and 0 voted against.

Motion passed. The Metro Regional Cabinet will create the delegate bags using leftover conference t-shirts.

At the next meeting Cabinet will touch base on finding t-shirts. They will also discuss ideas for how to replace conference t-shirts.

French Forms and Presentation: Carrefour requested that their registration forms and presentations be in french. Cameron completed translating the registration form to French. He will get someone who knows French really well to check it over. For presentations, Cabinet could change the video to have French subtitles. Julia L suggested since Cabinet is translating things to French, they should also consider translating to Arabic. Julia L challenges Cabinet to look at resources for translating in their schools.

Filming Promotional Video: Jasmine is into filmmaking so she is excited about making a great promotional video. Anna G said that videos do not give much context, so it would be a good idea to have a mix of footage from conference and context about what happens at conference. Filming should happen before the School Representative retreat. This could happen before next week’s meeting. Both the welcoming video and the promotional video will be filmed before the meeting next week.

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

Date of the Next Meeting: September 23, 2018.

Metro Meeting Minutes – September 9, 2018

Metro Regional Cabinet Meeting

20180909

Location: Mount Saint Vincent University

Time of commencement: 19:05

Time of Adjournment: 20:10

Duration: One hour and five 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, Cameron Fiander, Isabelle Parmiter, Emily Robichaud, Renee McLeod

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

Regrets: Matthew Boutilier, Bleona Sahiti

Positional Updates:

Secretary: Kailey has been editing, and sending out the minutes after meetings. Then she posts them on the website. The Co-Premiers mentioned that Lorne Abramson, the Provincial Advisor, had asked to be carbon copied to the email in which the minutes are sent.

Public Relations: They made a Public Relations group chat. They received the sponsorship database as well as the engagement session database from last year. This past week they divided up their positional tasks. Alex will be focused on engagement sessions, Isabelle will be in charge of the delegate manual, and DJ will focus on monetary sponsorships. DJ suggested using social media more often to promote the Nova Scotia Secondary School Students’ Association (NSSSA) and its members. The idea he brought forward is to have a weekly spotlight on a member of the organization or conference attendee doing something positive in their community.

Skillbuilding Co-Chairs: Emily W and Emily R finalized the skillbuilding application form. Emily W emailed her principal at Lockview High School regarding their school being a potential location for the skillbuilding retreat.  The also finished the first two skillbuilding sessions.

Head School Representatives: The Head School Representatives made a group chat. They made a database of all of the high schools in the Metro region. Then, they divided the schools up between them. This week they will start looking for students to hold the position of School Representative. They need at least one from each school. Julia L suggested that they also contact private schools, like Bridgeway Academy.

3-Tions: All of the 3-Tions picked up their keys for the mailbox. They also started the skillbuilding registration form.

Welcoming Co-Chair: Julia G collected all the yarn she needs and has started making fuzzies. Ella has made seventy fuzzies so far and she still has more yarn.

Wendy: Renee and Mitchell started planning the individual activities for Epic.

Co-Premier: Becca and Katie are going to start working on the budget. They reminded cabinet to keep looking at their timelines to ensure that they stay on top of their tasks.

New Business:

Grade Nine Conference: At the last meeting there was a lengthy discussion regarding whether or not the Metro Regional Cabinet will hold a Grade Nine Conference. Cabinet had a week to consider both the positive and negative aspects of hosting a second event. Becca suggested her idea of focusing all of the promotion for the Metro Regional Conference within High Schools. Then for a Grade Nine Conference, all of the promotion would be focused within Junior High Schools with students in grade nine. Julia L advised cabinet that should they host a Grade Nine Conference, it may be beneficial to connect with the Strait Regional Cabinet as they have had Grade Nine Conferences more recently than Metro. Cameron asked about the implications of not promoting the Metro Regional Conference in Junior High Schools. He is worried about grade nines who go to Junior High Schools will feel left out when they hear all about conference from the grade nine students from High Schools who attended conference. It was suggested that cabinet should email the principals at Junior High Schools with grade nines to inform them about conference while still not promoting it directly in the school. Mitchell thinks that the grade nine students in High School would have something that grade nine students in Junior High Schools don’t, which could  make them jealous or feel excluded. Alex feels that a second conference may be less hype since cabinet might be burnt out by then. He also mentioned that he does not want students in the ninth grade to feel like an afterthought. Mitchell is concerned with numbers since having students in grade nine attend Breakthrough 2017 raised numbers. DJ said that his Grade Nine Conference did not feel like an afterthought and to him it felt like the Metro Cabinet made a specific conference for students in grade nine because they care. Julia L believes that having a second conference will be a great way for all cabinet members to improve in their positions. She thinks that if the Metro Regional Cabinet hosts a Grade Nine Conference, cabinet should look back at the barriers discussed today and look for ways break them down. Becca suggest that cabinet goes with Ella’s idea for Grade Nine Conference to be an introduction to life in High School. This would be something completely different which may avoid cabinet feeling burnt out. A conference like this will also help kids have more confidence going into High School. There will have to be a discussion on how to promote each conference because grade nine students in Junior High Schools might feel left out and uninvited. Alex suggested submitting an announcement. There was another suggestion of sending out a promotional video to schools which may be more engaging for students. Renee agrees with the theme being High School tips since students are not taught anything about High School going in. For example, it may be really helpful to have sessions on topics like; “How to do Homework” and “How to Find Leadership Opportunities”. An idea to promote in schools without going directly within is to promote the website, www.nsssa.ca . There, they can find information on the organization, conferences, and contacts. The advisors are creating a new advisor package that they plan to send out to all the principals within the Metro region. Julia L suggested that they can send out information about both conference which would allow the principal to make their own decision for which conference to send their grade nine students to.

Katie motioned that the Metro Regional Cabinet holds a Grade Nine Conference. DJ seconded said motion.

In Favor: 7

Abstained: 2

Against: 6

Motion did not pass. The Metro Regional Cabinet will not hold a Grade Nine Conference this school year.

Cabinet Wear: Julia L  talked to Steve from First Choice Sportswear. Unfortunately, Steve does not sell Hawaiian shirts. Julia L suggests getting cabinet wear ordered by the end of the week. Last year cabinet got baby pink crewnecks which costed $24.75+tax. The Metro What t-shirts costed $15. Isabelle suggested that the sweaters be yellow. Ella asked for an update on bucket hats. Steve could not do a floral print on the bucket hats, but cabinet could get white or the classic navy. It is a possibility for the hats to say “Metro” on the back. Mitchell and DJ disliked the colour yellow for the hoodie. Julia L asked if we wanted a quote and the majority of cabinet responded with yes. Becca suggested getting a pocketed shirt. The idea is to embroider or iron on flowers near the pocket. Cabinet could get “Metro What” or the NSSSA logo put on the pocket. Julia L said that she will look into it. As soon as Julia L gets the quote she will post the prices on the Facebook page. She plans to put the order in by Friday, September 14. Julia L will need everyone to send her their size, and what they want written on the clothing items. Mitchell mentioned that he is meeting with Steve at his school so he will ask if steve can bring a sample of a yellow sweater.

Website Info: Derrick Thibault holds the position of Webmaster on the Provincial Cabinet. On the website there is a section for Metro and within that is every member of cabinet’s names. He asks cabinet to make sure all of their names are spelled correctly. If it is not, they should text Becca or Katie. They also want to put a cabinet photo on the website. Alex suggested waiting until cabinet gets their cabinet sweaters, as that is when they took the picture last year. Isabelle asked if cabinet could take individual pictures when they take the big picture. These individual pictures are for the delegate manual.

Video: Ella has started looking for props that associate with specific moments in the show, The Office U.S. There was a Facebook poll made to determine the best day to film the welcoming video. The top dates were the September 23 and October 7. Kailey pointed out that October 7 is Thanksgiving Sunday. Mitchell suggested filming the morning of October 7 so people can still be home for dinner with their families. Quinn suggested having the main date be September 23 and anyone who could not make it that day could film on October 7. The plan is that filming would run from 3-4pm on September 23 and filming on October 7 will be held around noon.

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

Date of the Next Meeting: September 16, 2018

Metro Meeting Minutes – September 2, 2018

​Metro Regional Cabinet Meeting 20180902
Location: Mount Saint Vincent University Time of commencement: 19:09

Time of Adjournment: 20:45
Duration: One hour and thirty-six 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, Cameron Fiander, Isabelle Parmiter, Emily Robichaud, Renee McLeod

Present Non-Voting Members:​ Fortesa Sahiti, Katherine Pindera, Anna Gaudet, Julia Lawrence, Quinn MacIsaac, Lorne Abramson

Regrets: ​Matthew Boutilier, Anna Campbell

No-Shows: ​N/A

Introduction: ​Quinn started the meeting by introducing himself. He is one of the Metro Regional Cabinet’s co-advisors, alongside Julia Lawrence. Both have been involved with the organisation for a number of years and have a lot of experience with the organisation. He reminded cabinet that this is a learning process and there is nothing wrong with asking for help when needed. The advisors are here to support cabinet as well as give advice.

Positional Updates:

Wendy:​ Renee and Mitchell started planning “Epic”. The theme of “Epic” will be “The Amazing Race”, inspired by the television show. As they continue to plan, they will start working around the theme of this year’s conference. They asked about using the entire campus and potentially having some outdoor activities. As long as the only rooms used are the ones that have been booked out, there should be no problem. But, the logistics of it may need to be looked over.
The idea they brought forward is that the Mount Saint Vincent University campus would represent Canada, and each activity would be based off a difference province or major city. One example they gave was for the activity inspired by Prince Edward Island, the activity could include putting potatoes into categories. They will also include parts of the show. For example, if a team gets a “U-Turn” they can choose another team to receive the U-Turn and this will be something to slow them down, like having to redo an activity. Another example is a “Face Off” where two teams will go head to head and the winner will get to move on while the other team has to stay behind. Finally there will be an “Express Pass”, the teams must submit or do something prior to “Epic”, if they win they get a reward like the ability to skip an activity. Julia L.

suggested that prior to “Epic” the logistics could check the skillbuilding rooms for cleanliness throughout the day. The group with the cleanest room by “Epic” could win the express pass. The story for epic is that the Co-Premiers are lost but, they are still in Canada since they do not have their passports on them. Everytime the skillbuilding groups do an activity they get a letter with a message to help find Becca and Katie. Lorne suggested giving each skillbuilding group a clue that differs from that of another group to avoid multiple teams being at the same activity simultaneously. Renee asked how many skillbuilding groups there typically are at a Metro conference. Becca said it depends on the amount of delegates, she estimates around twenty groups.

Mental Health First Aid:​ ​Anna C. has made a Mental Health First Aid kit. Currently in the kit there are menstrual products, stress balls, coloring books, markers, colored pencils, fidget spinners, tums, bandaids, bubbles and a pinwheel. If anyone has any suggestions for things to add, they can let her know. She has also started a hunt for a Mental Health First Aid team. If anyone is feeling stressed, don’t be afraid to send her a message. She will be in attendance at this year’s conference since it will be held during her reading week.

New Business:

Grade Nine Conference:​ Lorne talked to the two Co-Premiers about the concerns from his perspective regarding whether or not the Metro Regional Cabinet holds a grade nine conference. Lorne told cabinet the history of Grade Nine Conferences and how it was the Metro region that had created the concept of conferences for students in grade nine. Three years ago, due to work to rule there was not a grade nine conference held in the Metro region. Lorne believes that it was a mistake not having a Grade Nine Conference that year and my be a factor in the decreasing number of attendees from Metro at conferences. Lorne made it clear that it is decision of cabinet whether or not they want to hold a grade nine conference. But, he thinks from a historical perspective something needs to change within the organisation. He wishes that Metro would be more gutsy. Metro used to always be the region to take lead within the organisation. He asks cabinet to reconsider having the grade nine conference or be creative and think of some other kind of event that could be successful. He suggests considering what grade nine principals would want to send their students to and rebuild the relationships lost with the Junior High Schools. Earlier this week Becca, Lorne and Katie had a chat about grade nine conference and how it would affect Metro. Becca does not want to say that grade nine students can’t go to Metro. Instead, she suggests that cabinet only promotes the regional conference in High Schools. Then, when it comes time for a grade nine conference promotion will focus on Junior High Schools alone. This would also make it easier on the Head School Representatives since there are a lot of schools in Metro to reach out to. Students in the ninth grade may attend both should they choose. Quinn said that last year there was push back from the Presidential Trio regarding Metro holding a second conference or event. But, although the organisation does have rules, Metro has the capacity to change things and get creative. Quinn feels that there would be value in looking at last year’s conference. He reminded cabinet that there is a lot of changes happening in schools right now. Lorne said that one thing that he has learned is that the alumni of the organisation are very helpful and willing to help. There is pressure on teachers

to not volunteer for extra-curriculars. It is important to ensure that schools know that should the school be unable to provide an advisor, the organisation can find suitable one. Lorne suggested that a community leadership program could be an option instead of a grade nine conference. It is important to consider that hosting two events is a heavier commitment as it is double the workload. Katie suggested waiting a week and return to this discussion at the next meeting. Lorne asked how many High Schools have grade nine students, Ella found that there are five High Schools with and ten without. Quinn returned to an idea from last year, colour wars. This would be an event where all of the delegates would be split into groups with colours and will compete in challenges. Motion will be held next week.

Conference Names:​ Some names suggested were Level Up, Growth, Bulldoze, Potential, Fearless, Blossom, Beyond, Flourish, Clarity and Power. Mitchell suggested using a local designer to make the conference logo. Becca wrote the top options for conference names on a whiteboard. The options were; Blossom, Flourish, Bloom, Level Up, Persist and Clarity. Cabinet did a hand vote for the name. Everyone could vote for two options, top three went to the following round.

Round 1: ​Persist (1), Flourish (5), Blossom (10), Clarity (1), Bloom (9), Level up (1) Round 2:​ This round was between Blossom and Bloom. Majority voted for Blossom. Round 3: ​Flourish (8), Blossom (9)

Emily W. mentioned that due to stereotypical masculine gender roles, the name Blossom 2018 may deter males from wanting to attend. Julia L. said that although it could be an obstacle, it is important to promote the conference as well as the opportunity more so than the name.

Becca motioned for the conference to be named Blossom 2018. Youna seconded said motion. With fourteen votes in favour and one vote in opposition, motion passed. This year’s Metro Regional Conference will be called Blossom 2018.

Questions Regarding Timelines: ​DJ asked why there are various colours in the Public Relations’ Timelines. Becca said that there are a lot of tasks that the Public Relations need to complete and some of those tasks fall on the same date. The Co-Premiers felt that it would seem less overwhelming if the tasks were divided up and colour coded.

Cabinet Wear: ​Strait is putting in an order of bucket hat so if that is something that cabinet is interested in they could order with them. Julia suggested getting cardigans. Lorne advised cabinet to be careful when ordering clothing. Since none of the funds for cabinet wear go through the NSSSA account, there has been issues with people losing money by ordering the merchandise prior to everyone’s payment. He advised that whoever orders cabinet wear takes money before placing the order and they should not accept cheques. Julia L said that she does not mind ordering the cabinet wear and has done it in the past. The Co-Premiers brought up the topic of sweaters. Alex said that quarter-zips and crewnecks have been done a lot in the past. Hoodies could be a fun new idea. DJ suggested a floral design but Becca is not sure if Steve can provide patterns. Cabinet could get the shirts in white and decorate them with flowers. Another

suggestion was getting Hawaiian shirts. Lorne suggested the Hawaiian shirts possibly being the conference delegate shirts. This would be something never done before. Julia L. will look into hoodies, bucket hats, regular t-shirts, t-shirts with a floral pattern, and Hawaiian shirts.

Carpool:​ DJ needs someone to drive him to meetings or else he will not be able to remain a member of cabinet. He lives in the Eastern Shore but can get a drive to Dartmouth or Cole Harbour area. The Co-Premiers are looking for any cabinet members who live in Dartmouth that are willing to help him out.

Cabinet Video: ​The idea for the welcoming video is inspired by “The Office”. The Welcoming Co-Chairs have started brainstorming which positions will portray each character as well as the scenes that will be recreated. Becca asked when the filming days will be. Ella said she will create a poll on the Facebook group about dates.

Mailbox Keys: ​Matthew picked up the keys for the NSSSA mailbox. The other 3-Tions should do this as soon as possible.

Next Meeting: ​At the next meeting, each position will be asked to give a positional update. Therefore, everyone should look at their timeline and come to the next meeting prepared.

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

Date of the Next Meeting: ​Sunday September 9, 2018.

Metro Meeting Minutes – August 26, 2018

 

Metro Regional Cabinet Meeting

20180826

Location: Mount Saint Vincent University

Time of commencement: 19:11

Time of Adjournment: 20:26

Duration: One hour and fifteen 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

Present Non-Voting Members: Qendresa Sahiti

Regrets: Anna Campbell, Fortesa Sahiti, Katherine Pindera, Emily Robichaud, Renee McLeod

New Business:

Introductions: Cabinet reintroduced themselves.

Emails: Cabinet members will receive a lot of emails. Therefore, it is really important to respond to emails to ensure the best communication. They are encouraged to check their emails everyday and always reply within 24 hours. If a member cannot attend a meeting, they must send an email the co-premiers and secretary no later than 24 hours prior to the meeting.

Turnovers: Becca handed out paper copies of each position’s turnover package. She gave everyone a few minutes to look it over but all members are encouraged to take time at home to read their entire turnover.

Timelines: Cabinet members will receive their timelines by the end of the week. This will provide them with a list of positional tasks and dates that those tasks must be completed by.

Meet with Partners: Cabinet members were given five minutes to break off with their positional partners to discuss their goals for the week.

Goals:

Secretary: The secretary will type the minutes during the meeting. Then she will email them to cabinet within 24 hours of the meeting. Then she will post the minutes to the website.

Public Relations: Alex T contacted the Metro Public Relations from last year. Their goal is to divide up their contacts evenly. Regional Cabinet Public Relations are no longer allowed to contact universities for monetary donations.

Skillbuilding Co-Chairs: Emily will start brainstorming activities for the skillbuilding sessions as well as start a list of supplies.

Head School Representatives: They will start dividing up schools and start thinking about the retreat.

3-Tions: They will make a schedule for who will check the mailbox and when. They also hope to get started on the database

Welcoming Co-Chair: They will start searching for yarn donations. They will also start trying some samples of the welcoming email.

Wendy: Mitchell and Renee are going to plan epic and find costume donations.

Co-Premier: Katie and Becca will finish the timelines as well as send out the corporate package.

Conference: A date for conference has been selected. The 2018 Metro Regional Conference will be held the weekend of November 10-11. Conference will be located at Mount Saint Vincent University. Cabinet will come the evening of November 9 to prepare for conference but will not stay the night.

Grade 9 Conference: Cabinet discussed the possibility to having a grade nine conference in October. Having it in October would be a good test run before the regional conference but would be too rushed and may be overwhelming for cabinet. Cameron mentioned that having a grade nine conference after the metro regional conference could allow for a better turnout. Also having it in February or March would be a good time to push promotion for the provincial conference as well as the inclusion conference. Katie mentioned that metro attendees have been declining and last year, at Breakthrough 2017, students in grade nine made up 20% of the conference attendees. If a grade nine conference was held, there is a risk of numbers declining. Other regions hold Junior Conferences. Katie asked if now that grade 8s are highest before high school should they be our demographic. But, there is a concern with maturity. Cameron said that a grade eight and nine conference could make sense because of the new people going into high school. Should cabinet decide to hold a grade nine conference, they must determine whether or not grade nines should go guacamole to the metro regional conference. Julia went to Breakthrough 2017 while she was in grade nine and she really enjoyed it. She doesn’t feel that a junior conference is necessary. At the Provincial Cabinet retreat it was mentioned that holding a junior conference is a great ways to get to know your new generation. Katie suggested a grade nine event, this would be only a few hours and be a good way to introduce incoming high school students to the organization. There is concern with whether or not grade nine students would actually come to an event like that. Last year Metro had discussed a prep rally before the provincial conference. This could be something to keep in mind. Ella suggested if grade nines can go to both grade nine conference and the metro regional conference, then grade nine conference could be centered around high school life. But, it was mentioned that the theme of high school is not really the brand of the Nova Scotia Secondary School Students’ Association. Becca mentioned that grade nines attending the metro regional conference would be something beneficial to continue. Also, having two conference with grade nines would add more work for the cabinet.

Motion One:

Katie motioned that we hold a grade nine conference. Mitchell seconded said motion.

No discussion was held.

Nobody voted for the motion, one person abstained from voting, and all remaining voting members voted against the motion.

Motion did not pass. Therefore, there will be no grade nine conference this year held by the Metro Regional Cabinet.

Motion Two:

Matthew motioned that students in grade nine should attend the metro regional conference. Ella seconded said motion.

Ella asked if they would the students in grade nine will be integrated with the older students at conference. The answer was yes.

All voting members voted yes. Motion passed. Students in grade nine will be able to attend this year’s metro regional conference.

Names: Cabinet discussed ideas for the name of their regional conference. The names mentioned were; passthrough, pathway, step up, level up, and growth. Cabinet should come to next week’s meeting with a few conference names or themes.

Spirit Wear: All spirit wear orders for the Nova Scotia Secondary School Students’ Association must go through Steve at First Choice Sportswear. At the PC Retreat they mentioned that the Strait Regional Cabinet is doing a bucket hat order so the Metro Regional Cabinet could potentially order with their order. Becca will ask whether or not nicknames can be put on the hats. At the next meeting there will be a discussion about spirit wear.

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

Date of the Next Meeting: Sunday September 2, 2018.