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.

Metro Meeting Minutes – July 14, 2018

NSSSA Minutes from:

Metro Regional Cabinet Meeting

20180714

Location: St. Francis Xavier University

Time of commencement: 20:13

Time of Adjournment: 21:14

Duration: 1 hour and 1 minute

Attendance:

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

Present Non-Voting Members: Jeremy Scallion
Regrets: Cameron Fiander, Isabelle Parmiter, Emily Robichaud. No-Shows: N/A

Introductions: The cabinet introduced themselves. They said their name, position, grade level, and school. They also mentioned their favourite parts of previous conferences, what they are most excited for, as well as their favourite part of summer.

New Business:

Eight Key Concepts: The cabinet went over the Eight Key Concepts. These are typically used in skillbuilding sessions but they also apply to meetings. The key concepts are; Speak for I, Business Never Personal, No Unfinished Business, Right to Pass, Leveling Out, Positive Internal Focus, Speaker in Charge, and No Killer Statements. It is important that the cabinet is mindful of these concepts to ensure safe, respectful, and open discussions.

Emails: Checking emails is vital to the success of cabinet. Members are encouraged to check their emails three to five times a day or more. Emails should be responded to within 24 hours of receiving said email. The co-premiers recommend that all cabinet members set up a Gmail account.

Positions: Each position discussed their role on cabinet. WENDYS are in charge of memorizing cheers which will be used to hype up the conference attendees. Along with that, they also plan EPIC as well as the late night activity. The Secretary will take minutes at every meeting and, once edited, will send the minutes to cabinet for further revision. She also may potentially be ordering spirit wear. The Head School Representatives promote conference within schools. They communicate with principals and teachers to inform them about the NSSSA. They also will select a school representative from each school as well as host a training retreat. Skillbuilding Co-Chairs create the skillbuilding manual, choose the skillbuilders, and host a training retreat.

The Head Chaperones ensure that all conference attendees are following the rules and are behaving appropriately during the night at conference. The 3-Tions create registration forms, collect the forms, and maintain the database. Public Relations run the social media, talk to businesses for donations, and create the delegate manual. The Welcoming Co-Chairs create the packing list and send the welcoming email. They also plan the welcoming activity. Co- Premiers make sure everything gets done by maintaining communication with cabinet members. They are there to answer any and all questions about cabinet related activities as well as handle the finances.

Social Media: Cabinet members are representatives of the NSSSA. They are encouraged to be careful and be sure to put out a positive image of themselves. A good way to remember is by following the Grandma Rule.

Future Meetings: Meetings are typically Sunday nights at 7:00. The Co-Premiers are unsure of the location. Typically meetings are at Mount Saint Vincent University, but they will let cabinet know once they have a location finalized.

Attendance: If a cabinet member cannot attend a meeting they must email the Co-Premiers and Secretary 24 hours prior to the meeting concerning their absence. In said email, they should also send a positional update. If a cabinet member does not send their regrets, they will be marked as a no-show. If a member receives three no-shows, there may be consequences.

Grade Nine Conference: Katie opened up the discussion of bringing back a grade nine conference. This is something that the Metro region has done in the past. Having a grade nine conference would be better for the grade nines and will raise numbers at other conferences. It was mentioned that most grade nines do not hear about conference and by introducing the grade nines early to the NSSSA will be beneficial in the growth of the organisation. Renee suggested that we should do more presentations in the Junior High Schools. Katie mentioned potentially allowing grade eights to attend by creating a junior conference, but will have to look into whether or not that is possible for the Metro region. Ella recommended that if we host a grade nine conference, we should reserve the remaining Metro fuzzies to use for that conference. Cabinet will continue the discussion at their next meeting.

Voting: When cabinet votes, they must follow these steps. The meeting chair will move the motion then a cabinet member will second said motion. Next the motion goes to vote, but the vote can only happen when there are two thirds of voting members present. Voting members can either vote for or against the motion or they may choose to abstain from voting.

Cabinet Wear: Cabinet discussed ideas for cabinet wear. Some ideas were; fanny packs, bucket hats, jibbitz, sweaters, and quarter zips. An idea for the cabinet shirt was to do tie-dye since it would be a fun cabinet bonding activity. It was mentioned that we could tie-dye the shirts the same colours as the conference shirts.

Conference Names: There are positives and negatives to having a conference name with an acronym. It was mentioned that an acronym might really impress the delegates, while another member mentioned that having an acronym might restrict options for names.

Cabinet Bonding: Cabinet bonding can help with the success of their conference. Some ideas for cabinet bonding activities are; secret Santa, potluck, bowling, swimming, bonfire, haunted house, escape rooms, or an outdoor movie night. No final decision was made, but there was quite a bit of interest in the outdoor movie night.

Allergies: In order to know what snacks to bring to cabinet related activities, cabinet went over allergies and food intolerances. Those included; gluten free, peanuts, and mushrooms.

Group Chat: Group chats are valuable ways to maintain communication. Not everyone has apple products. Therefore, an IMessage group would not work. Other suggestions were; Facebook messenger, Google Allo, Whatsapp, and Kik. Cabinet decided that a group chat on Facebook messenger would work best. Becca will create the group chat, and Katie will send an email reminding everyone to add Becca on Facebook. Julia suggested adding everyone’s contacts since everyone’s numbers are in the database.

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

Metro Meeting Minutes – April 29, 2018

NSSSA Minutes From:

Metro Regional Cabinet Meeting

20180429

 

Location:Mount St. Vincent University, Rosaria Building, Room 104

Time of Commencement:19:00

Time of Adjournment: 19:26

Duration: Twenty-six minutes

 

Attendance:

 

Present Voting Members:Hannah Hewlin, Celia Briand, Ciara Harris, Kat Pindera, Robie Gonzales, Alex Torrealba, Kailey Webber, Becca MacAulay, Annabelle Linders

Present Non-Voting Members:N/A

Regrets: Claire Kleinknecht, Fortesa Sahiti, Hannah Johnson, Anna Gaudet, Mary Stackaruk, Cody Campbell

No-Shows: N/A

 

New Business:

 

Prep Rally: Hoping to have a Prep Rally before Provincial Conference at either Auburn or Cole Harbour High on the 14 of May or before that date. Registration would be done through Google Forms and the admission charge would be two dollars. An snow cone machine may be requested from Halifax West to borrow and a popcorn machine may be borrowed from Auburn. The event will run for approximately two hours and consist of games, learning the dance to be performed at the talent show, food, and cheers throughout.

 

Talent Show Dance: If there is no Prep Rally, an idea for the Metro dance to happen at provs is to post an instructional video on Twitter for those following the Metro Region account to learn the dance, or gather those from the region during a free time at Provs to teach it before the talent show.

 

Turnover: Cabinet members should start planning out and working on turnover packages. Official turnover day is July 1, so they absolutely must be completed by that day, however Hannah would like hard copies to give to the new cabinet as well before that day. Cabinet members are encouraged to get people interested in applying for next year’s cabinet.

 

Motion to Adjourn: Annabelle motioned to adjourn the meeting and Becca seconded the motion. Motion passed, meeting adjourned.

 

Date of Next Meeting: The date of the next meeting is to be determined.

Metro Meeting Minutes – February 25, 2018

NSSSA Minutes From:

Metro Regional Cabinet Meeting

20180225

 

Location: Mount St. Vincent University, Rosaria Building, Room 212

Time of Commencement: 19:02

Time of Adjournment: 19:28

Duration: Twenty-six minutes

 

Attendance:

 

Present Voting Members: Hannah Hewlin, Celia Briand, Ciara Harris, Annabelle Linders, Kat Pindera, Robie Gonzales, Alex Torrealba, Hannah Johnson, Anna Gaudet, Kailey Webber, Becca MacAulay, Mary Stackaruk, Claire Kleinknecht

Present Non-Voting Members: N/A

Regrets: Cody Campbell

No-Shows: Fortesa Sahiti

 

New Business:

 

Upcoming Conferences: The Inclusion Conference S.H.I.N.E 2018 is coming up on April 14 and the Provincial Conference Rise Up 2018 is being held on May 17-20 and cabinet members are to promote for both conferences and to fill out their registration forms, with S.H.I.N.E being a priority as it is being held sooner.

 

International Baccalaureate Students: As the final IB French exam is being held on the second day of Provincial Conference, IB students wanting to attend conference will not be able to attend the first day and a half of conference. Regardless, they will not be able to get a reduced fee and it would be difficult for any IB student to be a skill builder at conference. It may be possible for IB students to write their exams at Dr. JH Gillis High School in Antigonish, as it has the IB program there, though it would be very difficult to organize, and many students may prefer to study and write at their own schools and come late.

 

Fundraising: Hannah H attempted to get in contact with a Sobeys in regards to bagging groceries and will continue to do so. If that does not work out, a No Frills or Superstore may be contacted.

 

Inclusion Conference: As Inclusion Conference is heavily associated with Best Buddies, it is an option for buddies to write each other’s names on the registration form for S.H.I.N.E and be paired up for the day-long conference. If a delegate or a delegate assistant does not do so, they will be paired up randomly as it has been done in previous years.

 

Cheque Requisites: Those who need cheque requisites will receive them as soon as possible. Cody attended the Provincial Cabinet meeting that was held today where the cheques should have been written out.

 

Prep Rally: The Prep Rally is still planning on being held around May 1 – 3, from 7:00pm – 9:00pm at Citadel. More planning will be done at the next meeting.

 

Motion to Adjourn: Celia motioned to adjourn the meeting at 19:28 and Ciara seconded said motion. Motion passed, meeting adjourned.

 

Date of Next Meeting: The next meeting will be held either the 18 or 25 of March. Cabinet members will be updated as to which date the meeting will be held.

Metro Meeting Minutes – February 11, 2018

NSSSA Minutes From:

Metro Regional Cabinet Meeting

20180211

Location: Mount St. Vincent University, Rosaria Building, Room 104

Time of Commencement: 19:08

Time of Adjournment: 20:09

Duration: One hour and one minute

Attendance:

Present Voting Members: Cody Campbell, Hannah Hewlin, Celia Briand, Ciara Harris, Robie Gonzales, Fortesa Sahiti, Alex Torrealba, Hannah Johnson, Kailey Webber, Mary Stackaruk, Claire Kleinknecht, Annabelle Linders

Present Non-Voting Members: Quinn MacIsaac

Regrets: Becca MacAulay, Kat Pindera, Anna Gaudet

No-Shows: N/A

 

New Business:

 

Meetings: Meetings will now be biweekly.

 

Fundraiser: Fundraisers suggested are to hold a bottle drive or bag groceries during a Saturday some time. The goal is to raise enough money for one or two full scholarships to attend Provincial Conference

 

Volunteering: Quinn, on behalf of Jules, suggested volunteering at Sherbrooke Lake Camp, as they are in need of help clearing up the camp after the adverse weather lately. Volunteers must be over 18 years old to volunteer at Out of the Cold and most soup kitchens you must be older than 16 or 18. Annabelle suggested volunteering for Habitat for Humanity, and Feed Nova Scotia is still an option. Cabinet is looking at April 5 to volunteer at Beacon House (Sackville Food Bank).

 

Prep Rally: There will be a Prep Rally around May 1 – 3, from 7:00pm – 9:00pm (but cabinet would need the venue from 6:00pm – 10:00pm). Citadel will potentially hold the Prep Rally. The songs suggested for the Metro dance to be performed at Provincial Conference are Finesse by Bruno Mars (ft. Cardi B), Temperature by Sean Paul, Fire Burning by Sean Kingston, and Burning Up by the Jonas Brothers. There will be a Twitter poll posted to decide the song for the dance. Sign up will be on Google Forms and will have the following sections: name, email, school, have they registered for conference, emergency contact, and a reminder to bring $2.00.

Motion to Adjourn: Claire motioned to adjourn the meeting at 20:09 and Annabelle seconded said motion. Motion passed, meeting adjourned.

Date of Next Meeting: The next meeting will be held on February 25, 2018 at Mount St. Vincent University, in the Rosaria Building, Room 104.

Metro Meeting Minutes – January 21, 2018

NSSSA Minutes From:

Metro Regional Cabinet Meeting

20180121

 

Location: Mount St. Vincent University, Rosaria Building, Room 104

Time of Commencement: 19:05

Time of Adjournment: 19:35

Duration: Half an hour

 

Attendance:

 

Present Voting Members: Cody Campbell, Hannah Hewlin, Celia Briand, Ciara Harris, Annabelle Linders, Kat Pindera, Robie Gonzales, Alex Torrealba, Anna Gaudet, Kailey Webber, Becca MacAulay, Mary Stackaruk, Claire Kleinknecht

Present Non-Voting Members: Quinn MacIsaac

Regrets: Fortesa Sahiti, Hannah Johnson

No-Shows: N/A

 

 

New Business:

 

Loose Ends: The WENDY’s need to return costumes to people but will get that done as soon as possible. No one replied to the lost and found Facebook post, so the items will be donated to Value Village or charitable organizations such as Out of the Cold. Cheque requisitions need to be completed. Anna needs to get some items from Annabelle and Hannah and Anna have both completed receipts to send back to schools but need a particular stamp before they can do so. All remaining fuzzies from conference were given to Claire, as she is Welcoming Co-Chair on Conference Committee.

 

New Event: Due to miscommunication between cabinet and the trio, the event that was to be planned out to occur on March 3 cannot be held, but can be used as a suggestion for next year. This is because the primary focus of the organization right now is to raise money for delegates to attend Provincial Conference and promotion of both Inclusion and Provincial Conference that are coming up. A Prep Rally and fundraisers for Provincial Conference can still be held, and if it were possible to scale the other event to three-hours maximum, it could still be held.

 

Cabinet Activity: Anna suggested that as a cabinet, it would be a good idea to come together and volunteer at a local community volunteer centre such as serving soup at a soup kitchen or doing a drive for something. Suggestions for organizations to volunteer with are Feed Nova Scotia, Out Of The Cold, Beacon House, or a nursing home. Out of the Cold operates at St. Matthews Church for people without homes to have a warm place to sleep at night times and are served a meal. Annabelle knows Luke McDonald who buys surplus shoes and gives them to homeless people in Halifax in need of shoes and needs help sort the shoes before giving them out.

 

Miscellaneous: While on this break period, cabinet members can begin to look at writing out and making their turnover packages. During Prep Rally, there will be a dance taught for Metro to go on stage at the Provincial Conference talent show made by the WENDY’s. Mary was looking for volunteers to help her with a booth at the Opportunities Fair at Provincial Conference. The booth is where people would swab their stem cells and their information would be kept in an international registry for matching’s of possible medical donations and the volunteers would just monitor and show people how to do it. Mary was looking for about six potential volunteers and found four in Alex, Hannah H, Ciara, and Annabelle.

 

Motion to Adjourn: Becca motioned to adjourn the meeting at 19:53 and Anna seconded the motion. Motion passed, meeting adjourned.

 

Date of Next Meeting: There will be no meeting January 28 as it is during cabinet’s exam week.

Metro Meeting Minutes – January 14, 2018

NSSSA Minutes From:

Metro Regional Cabinet Meeting

20180114

 

Location: Mount St. Vincent University, Rosaria Building, Room 104

Time of Commencement: 19:00

Time of Adjournment: 20:36

Duration: One hour and thirty-six minutes

 

Attendance:

 

Present Voting Members: Cody Campbell, Hannah Hewlin, Celia Briand, Annabelle Linders, Robie Gonzales, Fortesa Sahiti, Alex Torrealba, Hannah Johnson, Kailey Webber, Becca MacAulay, Mary Stackaruk, Kat Pindera

Present Non-Voting Members: Qendresa Sahiti, Christina Torrealba

Regrets: Claire Kleinknecht, Ciara Harris, Anna Gaudet

No-Shows: N/A

 

New Event:

 

Logistics: The logistics of the event will be a one-day-long event with challenges between teams of delegates lead by skill builders. An idea was to have small challenges or games within each group in the morning or for the first part of the day with challenges between each team in the later part of the day. Each challenge or group of challenges will be followed by a debrief session within each skill building group in order to get the educational/leadership aspect involved. Teams will be randomized. On the registration forms, there will be a small description of the day as to differentiate the event from a typical conference. Annabelle had an idea that every group member would get a clue or piece of a puzzle at the beginning of the event and during a game they would have to put them all together to be able to complete the challenge but not be told that they had to put them together, just figure it out on their own, as a form of teamwork.

 

Central Theme and Name: The name of the event will be “Connect 2018” with central themes being connecting through diversity, teamwork, communication, and unity.

 

Venue: This event will be ideally held at a high school to keep costs low. The primary school to be looked at is Citadel High as it has a large cafeteria to work with and is central to where most delegates would be located. Secondary schools to be looked at are Cole Harbour High, Auburn, and Lockview. Janitorial costs for a day are approximately $250 in the HRM.

 

Food: The event will be held in such a way that delegates can eat breakfast before they arrive, pack their own lunch, and leave before dinner to cut down costs. Snacks are to be available at some point during the day and Public Relations are tasked with acquiring food donations for snacks.

 

Dates/Times: This event is to be held on March 3, with forms going out next week. Students will hand in forms by February 7, all forms are to be mailed in by February 11, and the database should be completed by February 25. On March 3, cabinet members are to arrive at the venue at 7:00am, skill builders at 8:30am, delegates at 9:00am, and the event should begin at 9:30am and finish at 5:30pm.

 

Advisors and Skill Builders: Teacher advisors are to attend as of right now, however with the 1:12 ratio, and this being a smaller event, not as many would be required to attend as there were at the regional conference. Cody and Hannah will ask other regions how they handle teacher advisors at their one-day junior conferences. Skill builders will be chosen from the skill builders who attended the regional conference Breakthrough 2017.

 

Motion to Adjourn: Annabelle motioned to adjourn the meeting at 20:36, and Kat seconded said motion. Motion passed, meeting adjourned.

 

Date of Next Meeting: Sunday, January 21, 2018. Mount St. Vincent University, Rosaria Building, Room 104.