Provincal Cabinet Meeting Minutes – Feb 24th, 2019

NSSSA Minutes From:

Provincial Cabinet Meeting

2019/02/24

 

Location: Mount Saint Vincent University

Time of Commencement: 12:23pm

Time of Adjournment: 1:58pm

Duration: 1hour 35mins

 

Attendance:

Present Voting Members: Eliza Nobes, Rebecca MacKeen, Anna Coleman, Mary Stackaruk, Alex Leblanc, Michael Putnam, Abby Fraser (Calling in), Maggie White, Katie Bates, Court Mahar (Calling in), Sam Sliver (Calling in), Sara Murrin (Calling in), Beth McNeil (Calling in)

Present Non-Voting Members: Lorne Abramson, Amber Jelfs, Amy Oickle,

Regrets: Zachary Foran, Becca McAuley, Ciara Harris, Jorja Smith, Monica Lumsden, Zoe Marshall

No Shows: Libby Graham

 

President update:

This month Eliza has sat on a number of calls regarding Chignecto, Valley, and Provincial Cabinet. She also had to make the decision that the event taking place at Acadia would have to be cancelled because there was not enough interest from the region. She recently put in the sweater order to Steve so they should be here shortly.

 

Vice President External update:

Since the last meeting, Rebecca has sat in on many calls with the rest of the trio, Abe, and others to discuss issues pertaining to the Chignetco Region, Provincial Conference, and the Valley Region. She has also held a check-in with the Inclusion PRs who seem to be on the right track for their conference.

 

Vice President Internal Update:

This month Court joined in on a call that lead to us cancelling the Valley event. She also been working with Sou’West Co-Premiers to try to help them figure out how to get more interest in their conference.

 

Treasurer update:

This month the treasurers been reconciling and issuing cheque’s for various regions, they also have filed the organizations HST for quarter 4 of the fiscal year. They had two calls with Chignecto and the CC co-chairs about the finances for their conferences.

 

Conference Committee Co-Chair update:

Mary and Alex have been fixing forms and getting registration ready. They are sending Derek all information to put up on the website. They sent information to Kyler. MJ has been working on contacting “get real”. CC PRs’ have not collected any sort of donations, sponsors or opportunities fair participants.

 

Inclusion Chair update:

Inclusion forms are now up on the website, and Michael is going to post an announcement on the NSSSA Instagram tonight. Ciara has the skillbuilding/DA retreat booked for April 13th at MSVU from 1-4pm. She is still looking for speakers, at the moment she only has Brandon Boyd booked. They want to create a unique logo specifically for the Inclusion Committee, so that they could buy buttons/stickers in bulk and use them in the following years. Ciara want to know if there are any suggestions on how to go about logo-making.

 

Metro Co-Premier Update:

Metro’s Prep Rally will be taking place on March 8th at HWHS, people are RSVP through a form which is now on the website. The cost of the event will be $5.

 

Media Update:

Michael made a post about valley and now is working on promoting inclusion. He also edited video footage for promotion.

 

Head School Rep Coordinator:

This month Amber has worked on finishing her check ins with HSRs. She was also responsible for the position of HSR for the Valley conference; she contacted each school in the Valley to promote conference. Middleton Regional High School responded poorly, but Kings Edge-Hill responded with large amount of interest from their guidance counsellor.

 

Gala update:

Sara and Amy have confirmed Tyler Hayden as their speaker. They sent emails and researched the history of the NSSSA upon Tyler’s request. They also selected the menu for Gala and met with Jenifer to confirm the venue. They may have opportunity to host Gala in the Mulroney building.

 

Strait Co-Premier Update:

The Strait co-premiers organized some material and physical items for next year’s co-premiers and had some discussion of possible fundraisers for sending Strait region kids to provincial conference.

 

Chignecto Co-Premier Update:

Their Regional Conference was held at the start of this month and went very well. Attendance increased from last year and there were lots of first-time delegates. Their focus moving forward will be on fundraising to help cover our costs from conference.

 

 

Provincial Advisor:

Abe discussed the valley and possible contacts: Brianna Hiltz (Central Kings), Samantha Brown (West Kings), Paige Banks (Middleton), Alex Macdondal (Horton), Annie McGoan (Northeast Kings), Abby Mercer (Northeast Kings) and Kerensa Johnson (Avonview). Abe also brought up possible speakers as well: Ann Dodbe, Jennie Osbourne, Mary Smith, Colin Pottie and Ty Walsh.

Abe also discussed the Gambia Association Luncheon on April 6th 2019 at 12pm held at the Dalhousie Student Union Building.

 

CBV Co-Premier Update:

CBV is planning their junior conference. They moved their date, it will now be on April 7th. They are confirming their venue this week and hope to get forms out as soon as possible. They unfortunately had a resignation this month.

 

Sou’West Co-Premeir Update:

Sou’West has their regional conference “Ignite” all planed. Skillbuilding manuals are finished, EPIC and WENDY tasks are planned, location has been decided and agreed on, food is planned, and all forms have been up. Sou’West has had some bumps, but they have solved their problems. They have picked their new dates for April 27th and 28th and all cabinets members are working with HSR’s to get the word out!

 

Next meeting: 12pm March 30th at St.FX

 

Anna motioned to adjourn the meeting.

Alex Seconds the motion.

Meeting adjourned.

 

Provincial Cabinet Meeting Minutes – January 13, 2019

NSSSA Minutes From:

Provincial Cabinet Meeting

20190113

Location: St.FX Keating Millennium Centre Boardroom

Time of Commencement: 12:47pm

Time of Adjournment: 2:29pm

Duration: one hour and forty-two minutes

Attendance:

Present Voting Members: Eliza Nobes, Rebecca MacKeen, Anna Coleman, Mary Stackaruk, Ciara Harris, Jorja Smith, Beth McNeil, Becca McAuley, Monica Lumsden, Alex Leblanc, Sam Silver, Michael Putnam, Abby Fraser (Zoe Marshall, via call-in)

Present Non-Voting Members: Lorne Abramson, Amber Jelfs, Amy Oickle, Sara Murrin, Zac Foran

Regrets: Maggie White, Katie Bates, Court Mahar

No Shows: Libby Graham

Updates:

 

President:

This month, Eliza has been focusing her attention on the Valley region. She has had many calls with various people about the event being held on February 23rd. Next month she will be continuing to focus on the Valley region to make sure everything is set to go before the event.

 

Vice President External:

This month, Rebecca has been collaborating with Eliza and Court on putting all the plans in place for the Valley conference. She had a call with the President and Vice President Internal to set cabinet positions for the members of Provincial Cabinet for the conference, and will continue to focus on Valley as the conference approaches.

 

Chignecto:

The Chignecto Co-Premiers have been busy planning their Regional Conference BEYOND 2019 to be held February 2nd-3rd at the Debert Hospitality Center.There has been strong interest and they hope to see an increase in numbers. The t-shirts have been ordered and Heather MacDonald has been booked as a guest speaker. They may also be able to offer a scholarship to the conference thanks to a donation from the family business of one of our cabinet members.

 

CB-V:

The CB-V Premier is in the process of planning a junior event, which their region hasn’t had in several years. The potential date is March 10th. They are looking into using Abby’s high school as their venue, as CB-V has done this in the past.

 

Strait:

The Strait Region is continuing being awesome and are giving their cabinet some well-earned rest after their successful regional conference

 

Sou’west:

Sou’West has their regional conference “Ignite” all planed. Skillbuilding manuals are finished, EPIC and WENDY tasks are planned, the location has been decided and agreed on, food is planned, and all forms have been made up. Although the Conference is being moved to a later date due to a lack of registration forms, they are planning on having it after the new year, and have picked their new dates for March 2nd and 3rd. All cabinet members are working with the HSR’s to get the word out.

 

Inclusion Committee:

Jules has agreed to act as Head First Aid, as James Grant is unavailable at this time. The forms are also nearly completed, and they will send them to the trio to give them a final once-over before they are put on the website. Ciara hasn’t heard back from either of the two speaker options she had contacted, so she will have to keep looking. She still has one committee member that she has to train to do their position, as well as one other who won’t be there on the day of conference, so she is seeking some guidance in those areas. Inclusion Conference will be on the Saturday of Easter weekend as it is the only available weekend for Ciara and the Mount. The issue is if the committee will be able to get into the Mount to set up on the Friday, which would be Good Friday. Abe will be calling to find this out.

 

Conference Committee:

The CC Co-Chairs have been very busy over the past month. The third speaker has been finalized, which is Drew Dudley. CC has presented ideas for the Ancillary service’s video. The next steps for this project is to confirm with the Ancillary services, and then film. The conference logo and t-shirt colour has been finalized. There is a meeting with St.FX next weekend, January 20th, to discuss registration then put forms out. The committee is also getting better at being on task after their respective regional conferences have ended.

 

Gala:

This month Sara and Amy have been working with St.FX to finalize a menu for gala as well as venue details. They confirmed Tyler Hayden as their speaker and are going to be working with him in the upcoming months.

 

HSR Coordinator:

This week, Amber completed her calls with all HSRs with the exception of Sou’West. These calls discussed Inclusion promotion, whether their cabinets were still meeting, and their “apple and onion” of the year, to get an understanding of what they found worked effectively in their position and what didn’t.

 

Treasurers:

This month the treasurers have been doing their usual by reconciling the accounts and issuing payments for different regions’ conferences. They will be having a meeting this week with their accountant and business advisor to discuss the organization’s finances and will also be preparing to file the HST and the end of this month.

 

New Business:

Secretary:

  • Natalie Baker has resigned from her role as Secretary as she could not afford to spend the time on the position that was required of her
  • Amy Oickle has agreed to take minutes at future meetings and the trio will take on the role of ordering the remaining cabinet-wear

 

Valley Conference:

 

Skillbuilding Co-Chairs:

  • Have discussed having themes for sessions, but decided that they were not going to set themes since there are only three sessions
  • Have created a rough timetable, but have not sent it to the trio yet
  • Are hard at work on the Skillbuilding manual
  • There will be no skillbuilding retreat
  • Will put out skillbuilding forms

 

Welcoming Co-Chairs:

  • Working on welcoming activity and splitting up fuzzy making
    • The goal is to make around 100 fuzzies

 

Public Relations:

  • Sent an email out about the delegate manual questions
    • Cabinet needs to answer these questions as soon as possible
  • Have began to compile a list of places to contact
  • Sam has 300 UNB string bags that can be used if they are allowed, but the cabinet has decided that they would be put to better use at Inclusion Conference

 

3-tions:

  • Created the registration forms and are just waiting on the final details
  • Once the forms are finalized, they will be released on the NSSSA website
  • The Valley conference is from 10am to 4pm on Saturday, February 23, 2019

 

HSR:

  • Does not know the game plan for reaching out to schools because Amber does not live in Valley
  • She sent emails to principals in the Valley region before when Valley was invited to the Sou’west Regional Conference last year
  • Will edit the email used the previous year to contact principals

 

WENDYs:

  • Working on making timeline
  • Discussing EPIC and thinking of ideas
    • The theme will be Superheros
  • Studying and remembering cheers to perform

 

Valley Conference Details:

  • PC should have their positional timelines sent to the trio as soon as possible
  • The name of the conference is PERSEVERE
  • There is no charge to this conference
  • PC is to arrive at 9:00am, skillbuilders arrive at 9:30am, and delegates arrive at 10:00am
  • Conference ends at 4:00pm but PC stay must stay until 5:00pm to clean up
  • There is a PC meeting the next day, so PC needs members living in the Halifax area to billet other members of PC
  • Looking to get alumni to be advisors for the conference to make things easier for students to come
    • The decision is to give the option of using an alumni advisor if coming from a different school, but strongly encourage students to get an advisor from the school
  • PC is encouraged to keep this conference on the down-low, so only people who really want to go will go, since there is no cost and the main goal is to encourage students from the Valley Region to attend

Anna motions to adjourn the meeting, Monica seconds this motion, meeting adjourned

Next Meeting:

February 24, 2019 at Mount Saint Vincent University

PC Minutes 2016/12/18

NSSSA Minutes from:

Provincial Cabinet Meeting

20161218

Location: Mount St. Vincent University

Time of Commencement: 11:18 am

Time of Adjournment: 1:59 pm

Duration: 2hr 41 min

 

Attendance and Regrets:

Present voting members: Aidan MacFarlane, Amy Oickle, Beth O’Connell, Camryn Smith, Eliza Nobes, Emma Hogenbom, Gabrielle Torrealba, Katelyn Libbus, Kassandra Kelbratowski, Micci Davy, Mitchell Archibald, Molly Anderson, Patrick Wallace, Zac Foran, Selena Landry, Kayla Jenkin

Present non-voting members: Lorne Abramson, Maggie, MacNeil, Meagan Kettley

Regrets: Brooke Kattenbusch, Chloe Dean-Moore, Christina Nickerson, Connor Poirier, Haeley Langlois, Tatum Arcon, Gordon Burns, Molly Somers

No Show:

 

Updates:

President: Molly has been working with Co-Premiers to help with finishing up any loose ends following their conferences. While attending regional conferences, she has ran How To sessions, helped cabinets, and spoke to delegates about Provincial Cabinet and other opportunities to be more involved in the NSSSA.

Along with Liam and Katelyn, Molly has been playing close attention to the current NSTU Work to Rule and how they may affect conferences in the new year. She has also been speaking with Co-Premiers on appropriate ways to address this topic while keeping a neutral stance in the media.

Molly has been continuing to work on possible Operating Procedures and encourages members to send suggestions.

 

VP External: Liam has been working towards staying busy after conference season has ended, looking for new organizations to contact, and hopes to get suggestions from cabinet members.

 

VP Internal: Katelyn has been continuing regular check-ins with Co-Premiers, and attended both Metro and Strait regional conferences, which were great successes.

 

Provincial Advisor: After attending the recent We-Day event, Abe recommends the NSSSA works towards taking a figurative page out of their book. We-Day as an organization is much more funded than the NSSSA and it is easy to see this during their event. They have grown exponentially and have many sponsors contributing to their funds. With the help of sponsors the NSSSA could make conferences like Inclusion much less expensive, or better, free for delegates. Abe has been holding many phone calls with principals and community members on the topic of the NSTU work to rule and the effects on the NSSSA, and reminds everyone to submit their final databases to him.

 

Treasurers: Chloe and Eliza stress the importance of Co-Premiers submitting their deposit slips and invoices to them to make bookkeeping and payments much more efficient and reliable.

With the help of Chris, changes are slowly being made to bookkeeping, making the operation much more professional and effective. They will continue to work towards consolidating bank accounts and coming up with a better system for conference budget making, which they plan to begin on in the new year. Goals for the coming year include examining current operational procedures, and making improvements where they apply.

 

Secretary: Molly has picked up Provincial Cabinet spirit wear from First Choice Sportswear, and has paid for the jackets. Still missing money from two people.

 

CC Co-Chairs: After cancelling past two meetings due to poor weather conditions, CC has remained productive, holding two check-ins as well as a full conference call. They have decided on the name Reaching New Heights for the 2017 Provincial Conference.

Rich Aucoin has been contacted as a potential performer for an opening night concert, but solid plans have not been confirmed. CC will continue to work towards putting in place online registration with the assistance of St. FX University administration.

 

IC Co-Chairs: IC has been preparing for their upcoming conference by releasing their conference name (R.O.O.T.S), starting promotion, contacting potential speakers, and attempting to discuss the impact of the NSTU work to rule with the principal of their venue, Auburn Drive High School. Their Public Relation team has set up interview times leading up to conference to promote R.O.O.T.S as well as discuss general disability awareness. Along with this, PR has been looking into contacting new disability based organizations and focusing on financial donations.

 

Gala Co-Chairs: Gordon and Meagan have been continuing their search for a venue. They have contacted and visited the MicMac Aquatic Club, Harbourview Holiday Inn, and Saint Mary’s Boat Club (which has since been declined). Discussion surrounding venue planning will continue over the winter break. Discussion has begun surrounding awards to be presented at the event. A possibility for these is to provide a list of awards (determined by PC) for all NSSSA cabinets and committees to choose from and nominate one to three members for the available awards. This would be discussed further with cabinets before formally put in place.

 

Chignecto Co-Premiers: Chignecto held their junior conference on December third with a turnout of forty delegates and twelve skillbuilders. They received a donation from a local Subway, being able to get deli trays for a reduced cost, and a couple for free. They also had their dinner of chicken noodle soup donated by a member of Regional Cabinet. The conference had a wonderful keynote by Shy Polley, who spoke about mental health and growing up transgender, resulting in great feedback from students.

 

CBV Co-Premiers: CBV held a successful conference at Cape Breton University, and have planned their debriefing meeting. The Co-Premiers have been preparing a final budget to submit to the finance team, but are currently waiting on word from CBU regarding the $1000 dollars they intended on donating to the conference.

CBV Regional Cabinet has been discussing the possibility of holding a junior conference

 

Metro Co-Premiers: Metro held their regional conference on the 11th and 12th of November, which was very successful.

 

Sou’West Co-Premiers: Sou’West held their conference, Nebula’16 with thirty-four delegates and four skillbuilders. They overestimated attendance when purchasing food, so ended up going over budget. Conference t-shirts weren’t able to be picked up in time for conference, but will be distributed in the new year after Work to Rule reaches an end.

The Regional Cabinet is looking into holding fundraisers and finding sponsors in order to increase the profit margin following Nebula’16 and are now looking forward to holding SuperNova’17, which is being planned for the 10th to 12th of February at Digby Regional High School. 3-tions have finished application forms and have been sent to be edited and hopefully posted on the NSSSA website over the winter break.

 

Strait Co-Premiers: Since the last meeting Strait has held two regional meetings, a skill building retreat, a successful conference, and a cabinet debrief. They have paid their fees to Bell, First Choice Sportswear, and Tareq, only needing to pay X until they are done. They have sent out their finalized database and are still working on a finalized budget. The cabinet is looking at possibilities for raising money for students to go to provincials, and are coming up with potential operational procedures with the help of Peter Woo.

 

Media Relations: Since the last meeting, Selena has released a second newsletter. Number of subscribers is still quite low, but she has been receiving positive feedback on the two released so far. Selena has also been trying to update the social media accounts as much as possible, but with this time of year being fairly quiet, there isn’t much material to post. She encourages Regional Cabinets to post their own photos of regional conferences and is working on figuring out how NSSSA media will be run for the rest of the year.

 

HSRC: Mitchell has held updates with the Head School Reps from each region, discussing small issues that may have been missed during their conferences. HSR’s who have held events now understand their position much more and this knowledge is very valuable as some move on to hold a secondary conference as well as the two provincial conferences. During the winter break, Mitchell plans on working on documents and presentations for the year. He would like to hear from Co-Premiers and Regional Cabinets to discuss their opinions on their events and how they could be improved relative to the the Head School Reps and their work.

 

New Business:

 

NSTU Work to Rule: The current Work to Rule action within Nova Scotia’s schools is a huge impact to the NSSSA, and finding ways to continue operation is difficult. Molly requests that everyone airs on the side of caution when it comes to this subject and to be very sensitive in expressing opinions as anything a cabinet member says can be put back onto the organization as a whole.

The average time to plan a large conference is five to six weeks, meaning that April will act as relative cutoff for knowing whether or not a Provincial Conference can be held in 2017. If Work to Rule has not come to an end by then, decisions will need to be made and the possibility of cancelling Provincial Conference will be discussed. It is possible that NSSSA representatives could hold a meeting with NSTU members to discuss possibilities for the organization.

 

Retreat: After the survey was  posted in the Provincial Cabinet Facebook page for people to fill out and voice their opinions on the August retreat, Maggie has collected all of the information and created a summary of everyone’s thoughts. She received a lot of positive feedback on the sessions and those who ran them. Some of the suggestions for next year included more hands-on experience (i.e. 3-tions entering forms in databases), more time for cabinets to spend together, Provincial Cabinet staying longer at the end of retreat rather than having a late night meeting, and hosting retreat earlier in the year. Maggie feels as though the survey showed that the retreat was an overall success and beneficial to those in attendance. She suggests having a formal committee for planning the retreat made up of alumni who have held the positions being taught. Forms would come out in January to begin planning next year’s retreat as soon as possible. Possible positions on this committee would be; Training Co-Chairs, 3-tions, Session Coordinators, and Retreat Management. Maggie also suggests keeping the retreat at St.FX University.

The Presidential trio are in favour of continuing to hold the retreat at St. FX, and would consider including this in their pre existing contract with the university. They also believe having a cabinet formed by alumni would be beneficial for the retreat as they would all know how positions work and how they can be improved. Possible changes for the coming year could include session facilitators needing to apply for retreat, enforcing the retreat to be mandatory, and cabinets and committees working together in the selection of members to reduce the number of individuals holding a position on more than one cabinet, and reducing the workload and responsibility of a single person.

 

2017 Meeting Dates: Meeting dates for the near future will be sent out through email or Facebook poll shortly.

 

Motion to adjourn: Kassandra motions to adjourn the meeting, Micci seconds.

 

PC Minutes 2016/11/05

NSSSA Minutes from:

Provincial Cabinet Meeting

20161105

Location: St. FX University

Time of Commencement: 1:19

Time of Adjournment: 3:34

Duration: 2 hr 15 min

 

Attendance and Regrets:

Present voting members: Amy Oickle, Beth O’Connell, Brooke Kattenbusch, Camryn Smith, Chloe Dean-Moore, Christina Nickerson, Connor Poirier, Emma Hogenbom, Gabrielle Torrealba, Haeley Langlois, Kassandra Kelbratowski, Katelyn Libbus, Kayla Jenkin, Liam Haliburton, Micci Davy, Molly Anderson, Molly Somers, Patrick Wallace, Selena Landry, Tatum Arcon, Zac Foran

Present non-voting members: Gordon Burns, Lorne Abramson, Maggie MacNeil, Meagan Kettley

Regrets: Aidan MacFarlane, Derrick Thibault, Eliza Nobes, Mitchell Archibald, John Robertson

No Show:

 

Updates:

 

President: Molly has spent the past weeks fixing issues that have been arising within the regions and organizations as a whole. She urges everyone to remember to include her along with Katelyn and Liam so that they can help avoid these problems. On a separate note, regions are doing very well in the distribution and opportunity for scholarships for their conferences.

Molly also suggests that cabinets hold an anonymous or signed open survey of how the cabinet feels on the Co-Premiers or Co-Chairs leadership skills. Prompt them to give feedback on strengths and weaknesses as it is incredibly helpful for finding what can be worked on, and gives an opportunity to grow individually and as a cabinet.

 

VP External: Along with working with Molly and Katelyn to resolve issues within the organization, Liam has made all necessary edits to the document regarding the NSSSA’s social media plan for 2016 and 2017 after the motion to pass it was defeated and amendments were created. The Snapchat section of this plan now fits each region and committee’s preference as decided by the Provincial Cabinet.

 

VP Internal: Since the last meeting, Katelyn has completed the regular check-ins with co-premiers in order to stay up to date with conference planning. She reiterates the need for communication within the cabinet outside of meetings for the reduction of issues and necessary fixes. There is no way to avoid these problems and have the help of Molly, Katelyn, and Liam, if they are unaware of the actions of regions.

 

Provincial Advisor: Abe has received multiple phone calls within the past weeks. Principals from Strait and Metro have contacted him regarding how impressed they have been with proper organization and sharing of information from the NSSSA. Private schools are registering students for Metro’s Regional Conference, and a high school that has not been highly involved in the NSSSA in the past has registered approximately 20 students to attend conference, some of which with special needs. This brings the calls about inclusion. Many schools are very intrigued and happy with the invitation for special needs students to attend regional conferences with the aid of a delegate assistant.

Finally, Abe received a phone call from the insurance company after having so many regions requesting liability forms. According to the representative of the company, they are incredibly impressed with the organization for thinking of this and that many other organizations rarely bother, showing the responsibility and professionalism of the NSSSA.

 

Treasurers: Chloe and Eliza have been working with Chris to reconcile to last quarter’s books in order to file for HST. This quarter we will be receiving a refund of $721.13 as a result of the expenses during the period of July to September while there was no corresponding revenue.

With conference season arriving, the treasurers expect to receive updated budgets from co-premiers much more regularly. Along with these, it is incredibly important that money is deposited as soon as possible after it is received, and that deposit slips are sent to Chloe and Eliza just as promptly. Also, finance requires that quotes and invoices are sent immediately. These things are all to insure that the finance team can help regions make good financial decisions and make sure everything can be afforded.

 

Secretary: Provincial Cabinet spirit wear has been ordered, and will be distributed at the December meeting. Molly still needs money from Mitchell, Brooke, Molly A, and Meagan.

 

CC Co-Chairs: CC has held a meeting for this year’s committee to discuss free time at conference, the structure of the itinerary, How-To sessions, the opportunities fair, and the possibility of holding a concert on opening night of conference.

It is determined that How-To sessions will return to conference and will revolve around a couple of topics, being taught by various groups so that material is consistent for all delegates. The committee is very eager to follow through with the idea of holding a concert and plan on discussing with artist Rich Aucoin to come to an agreement at the lowest price possible. The committee has also been exploring potential methods of creating a more interactive and attention-grabbing opportunities fair, such as adding in activities alongside the existing recruiters.

Last year’s CC Co-Chairs along with the current, met with some of the staff from St. FX, holding a meeting to discuss the potential of online registration, which will be a topic to discuss in greater detail later, but is a very possible additive to this year’s Provincial Cabinet. One of the staff members has been researching speakers on behalf of Conference Committee with the common goal of finding more relatable speakers. As well, there was discussion around a more effective space for the dance as well as a replacement for Nicholson Hall, which is being removed from campus.

 

IC Co-Chairs: IC has ordered their spirit wear, which will be antique cherry red crewnecks. The committee has been completed with the addition of a Head First Aid, and plans on working closely with Mitch and the Head School Reps to promote and communicate in and out of learning centres to give presentations to teachers and students. IC’s Public Relations hope to focus on gathering monetary donations as well as items for delegate bags. As well, there is discussion within the committee surrounding finding speakers who are more relatable to delegates as well as the possibility of shortening conference.

 

Gala Co-Chairs: After consulting with Dalhousie University, Meagan and Gordon have found that the only available date for Gala at that venue would be May 13th. This would not be ideal for Gala as it is the weekend prior to Provincial Conference, where a majority of the tickets are sold. As well, Dalhousie, though the venue would be free, would charge $28 per plate, which is in comparison to the $24 of last year’s event. Gordon and Meagan have decided to begin contacting alternate venues within Halifax, including last year’s host, Saint Mary’s University. The Co-Chairs are also working on their budget to send in to Chloe and Eliza, and are continuously discussing new ideas for Gala 2017.

 

Chignecto Co-Premiers: Since the previous meeting, Chignecto has received another liability paper to give to their junior conference venue (Northumberland Regional High School), placed their order for cabinet spiritwear (heathered green quarter zips), and began to plan activities for advisors to get them more involved in the NSSSA and entertain them at conference more than in the past. The cabinet is in the process of organizing donations from either Subway or Greco for lunch at junior conference, and have posted forms online as well as sent mailouts to schools.

 

CBV Co-Premiers: CBV has booked and signed a contract with speaker Tyler Hayden, who was at last year’s Provincial Conference. They have also been contact with multiple businesses about the conference’s opportunity fair, began collecting forms, planned a mini retreat for Regional Conference, finalized a first draft of the conference itinerary, decided on having no How-Tos for regional conference, and contacted a bank that hopes to be a larger sponsor for CBV. The region held a media contests with two winners and have been informed that Glace Bay High will be sponsoring two delegates to attend conference.

 

Metro Co-Premiers: Brooke and Gabrielle have been working with their regional cabinet to finalize speakers, send skillbuilding manuals to be printed, finalized and signed a contract with Mount St. Vincent University, finalized the conference itinerary, held their skillbuilding retreat, distributed scholarships (four full and twelve half), and confirmed radio sets for the cabinet. They are currently working on editing their budget, contacting alumni, and waiting on conference t-shirts. As a cabinet they have also decided on sleeping arrangements being a ‘female’ room, ‘male’ room, and an open room.

 

Sou’West Co-Premiers: In the past weeks Sou’West has finalized and printed skillbuilding manuals for their retreat, which was held October 30th. After collecting forms, there were only 34 delegates registered. Amy and Tatum held individual conversations with cabinet members to hear their opinions on whether the conference should continue or not. A decision is pending.

 

Strait Co-Premiers: Strait has held two meetings, drafted a contract with their speaker, finalized skillbuilding and delegate manuals, received donations for conference, created a budget, determined a rough attendance number (approximately 190), and sent out a conference t-shirt order. The region has also raised enough money to sponsor 18 students to attend conference.

 

Valley Co-Premiers: Valley Regional Cabinet has decided to push their conference date to December 3rd, 2016 in order to allow more time for preparations. This also alleviates the need to find a new advisor as the previous will be back in time for conference. A venue has not yet been determined but the cabinet is contacting multiple possibilities to find one as soon as possible and continue with conference planning.

 

Media Relations: Since the last meeting, Selena has released the first edition of the NSSSA newsletter, which is still quite low on subscribers. Everyone should be doing their best to promote this. She has also been trying to find content to post on the Facebook and Instagram as they aren’t nearly as active as the twitter accounts. Regions should also keep in mind that they have access to the Instagram and can post pictures as well. Selena has looked into geofilters, and found that filters for events are generally $5.00 for every 20 000 feet.

 

New Business:

 

Cabinet Questions – Strait has received a sponsorship from Canadian Tire, and they would like to have an ad, but wants a receipt specifically stating the money given is going toward the cost of the ad. The information surrounding this should be sent to Abe and he will help create the receipt properly. Include the name of the contact with the business, email, and address.

CBV is concerned about ordering t-shirts with short notice. Steve is aware that he will be receiving an order from the region, but the cabinet doesn’t feel comfortable sending it in because of not having received all forms and t-shirt sizes. It is okay to estimate sizes and quantity. Use an approximate attendance number and general sizes.

 

IC Delegate Request Forms

 

Micci motions that every NSSSA conference will be required to use the Delegate Assistant Request form.

Patrick seconds the motion.

 

It is very often that at the end of Inclusion Conferences delegates say that they wish there was more. Having the option for students with special needs to request a delegate assistant allows them to have more conference experience.

The main discussion surrounds the cost of having extra advisors/aids for these students. Would the organization be required to pay, or would it be the parents of the students? A way to get around this cost would be to have a delegate who was already planning on attending the conference volunteer to be a DA, a member of IC, parent, etc. The cost taken on from having an extra person would be equivalent to an advisor, and would be covered by the paying delegate.

This idea pairs with the NSSSA’s wish to make leadership accessible for everyone and to have consistent and fair opportunities.

 

Unanimous, motion is passed.

 

This new addition to regional forms must be promoted heavily by regional Public Relations because of no one knowing it exists. If it is just added to the forms and not talked about, no one who needs to see it will even realize it is there.

 

Training Retreat Feedback – After taking an incredibly large part in the planning of the NSSSA 2016-2017 Cabinet and Committee Training Retreat, Maggie has gathered feedback from the short survey provided following the retreat. She plans on compiling the relevant comments and information from this into a report regarding what was viewed as beneficial and what could be improved at later training retreats. The report will hopefully be completed before the December Provincial Cabinet meeting and be sent out to members of PC for review as well as be held for the reference of future Cabinets. This feedback is from members of all NSSSA regional Cabinets and Committees, but further feedback may be asked of Provincial Cabinet through discussion or a Google Form at a later date.

According to the surveys, the vast majority of people in attendance gave positive feedback. On a 1-5 scale (5 being very helpful, informative, and beneficial), 10% gave a 3, and the other 90% said either a 4 or a 5.

Some suggested alterations to the retreat could be better organization for cabinet members who hold multiple positions. It is impossible for them to get all information when they can only attend one training session at a time. A manual, or in depth copy of the facilitator’s notes on the subject could be given to these people to insure they are given as many tools to learn their position as possible. This would also be beneficial to have for members of cabinet who can not be in attendance of the retreat at all. A large stresser for years to come is that the retreat is mandatory for all cabinet members to attend. Also, a suggestion is raised to have more than one meeting as a full cabinet/committee. While the retreat should focus on training individual positions, it should also focus more on working as a cabinet and team. This could mean sessions surrounding meeting etiquette, responding to minutes, etc.

It is a possibility that the retreat could be held earlier in the year. This erases some of the gap that is felt when cabinet members are chosen in May, but don’t begin holding meetings or get trained until August or September. This is especially true for Provincial Cabinet, who generally hold a first meeting before cabinet members have actually been trained for their positions. High school students will always be too busy in June to give up a weekend, but July 1st is turnover and could be a good general time to hold a retreat. All cabinet could be chosen by then if forms were due a bit earlier than past years.

 

Record of Operating Procedures – As of now, the NSSSA does not have any recorded procedures for the operation of the organization. This would be a document separate from the By-Laws including internal information such as how to proceed after the resignation or removal of a member of cabinet, the role of the newly elected President during Provincial Conference, etc. Molly will be looking into the format of this in other organizations as well as the possibility of forming a sub-committee to address these ideas.

 

Motion to adjourn: Micci motions to adjourn, Christina seconds the motion.

Date for Next Meeting: Dec. 18, Mount St. Vincent University

PC Minutes 2016/10/22

NSSSA Minutes from:

Provincial Cabinet Meeting

20161022

Location: Acadia University

Time of Commencement: 2:17

Time of Adjournment: 5:32

Duration: 3hr 15min

 

Attendance and Regrets:

Present voting members: Aidan MacFarlane, Amy Oickle, Brooke Kattenbusch, Camryn Smith, Chloe Dean-Moore, Christina Nickerson, Eliza Nobes, Emma Hogenbom, Gabrielle Torrealba, Kassandra Kelbratowski, Katelyn Libbus, Liam Haliburton, Mitchell Archibald, Molly Anderson, Molly Somers, Patrick Wallace, Selena Landry, Zac Foran

Present non-voting members: John Robertson, Lorne Abramson, Maggie MacNeil

Regrets: Beth O’Connell, Connor Poirier, Dereck Thibault, Gordon Burns, Haeley Langlois, Kayla Jenkin, Meagan Kettley, Micci Davy, Tatum Arcon

No Show:

 

Updates:

 

President: In the past month Molly has been working with external organizations in order to find new opportunities for the NSSSA. These include Unity, Rotary, CAST, and the Department of Education. She has also been communicating with Ian Kent of the Alumni Association in regards to goals for the coming year, where the NSSSA’s alumni fees are going, and assessing the number of alumni the NSSSA has, against the number that are active within the Alumni Association. Molly was informed that the money being received is not being actively used, but the organization will send financial statements outlining this that will be reviewed by Provincial Cabinet at a later date. There is debate surrounding whether the Alumni Association received the cheques sent to them from last year as they have not yet been cashed.

Mount St. Vincent University has been contacted to inform them of the status on the former MOU held with them, and it is determined that the contract is no longer valid.

Molly has been helping Co-Premiers and Inclusion Co-Chairs with issues surrounding forms and participated in some of the check-ins held by Katelyn as well as the Head School Rep Coordinator to begin establishing a formal job description for this potential position.

 

VP External: Liam has been working with Dereck to create a social media plan to be implemented within this year. The purpose of this is to create order and consistency within the NSSSA’s social media presence. The 2016-2017 Social Media plan is discussed in greater detail later in the minutes.

 

VP Internal: Katelyn has been holding check-ins with Co-Premiers on a more regular schedule. She has helped in the editing of conference forms for CBV, Chignecto, Metro, and Sou’West as well as attended Strait’s Grade 9 event. She has also organized the collection of updates from all positions for this Provincial Cabinet meeting.

 

Provincial Advisor: Chignecto and CBV Co-Premiers have contacted Abe asking for a certificate of liability for their conference venues. This is often overlooked by regions unless their venue specifically asks for them, but it could be beneficial for each region to have their liability certificates on hand. These would include the date and hours of the event, the approximate number of students and advisors/chaps/alumni in attendance, name, address, and phone number, as well as the email address of the contact of the venue. Co-Premiers should inform Abe if they are interested in receiving a certificate.

 

Treasurers: In the past month, Chloe and Eliza have updated the signing rights, began reviewing Regional Cabinet budgets, and have paid for the August Cabinet and Committee retreat. The invoice from St. FX was approximately $3,700 which is below the determined budget for the event.

On Thursday the treasurers met with Chris to start working on the quarter’s HST filing.

With conference season approaching, Chloe and Eliza will begin to hold check-ins with Co-Premiers to discuss their budgets and help with any questions. All regions must remember to send in their budgets frequently, regardless if there is missing information, as there is no way for Chloe and Eliza to help Co-Premiers stay on budget if they cannot see their planning.

 

Secretary: In the past month, Molly has been exchanging many emails with Steve from First Choice Sportswear to sort out Spirit Wear for Provincial Cabinet. She met with him in person to view a sample of the jackets, and has been gathering sizes and payments from cabinet members throughout the month. An order will be placed shortly after the meeting.

CC Co-Chairs: Since the last meeting, CC set up a Basecamp for the use of the committee, having all positions create a timeline a ‘to-do’ list as well as specific tasks. Spirit wear style and colour was selected and desired sizes have been collected. Payment will be due at the next meeting so the order can be sent to First Choice Sportswear. Conference Committee has discussed the

option of holding a small concert or performance as part of Provincial Conference, and will be discussed further when there is a more detailed budget and itinerary.

Kassandra and Aidan will be holding a meeting at St. FX with the previous year’s Conference Committee to debrief and discuss any changes that could be implemented for the coming year, such as the topic of How-Tos and free time during conference.

Aidan discussed a photography opportunity for both Regional and Provincial conferences after speaking with a drone photographer, who would be willing to take aerial shots of events for a quote of $200.

 

IC Co-Chairs: IC has confirmed the name for conference to be R.O.O.T.S (Realistically Overcoming Obstacles To Succeed), as well as contacted Auburn Drive High School regarding using the school as the conference venue. The Committee is currently waiting for a statement in return.

Committee spirit wear has been determined as antique cherry red crewnecks. The committee is debating, however whether they should hold back on ordering these until finding a Head First Aid.
A new Delegate Assistant form has been created for use in all conferences outside of IC. Metro is the only cabinet to take this opportunity yet, and while It is not mandatory it would be incredibly helpful for regions to incorporate this form into their conferences. The purpose is to allow students with special needs the option to request for a delegate assistant at regional conferences. In many cases a member of IC would be more than happy to act as this Delegate Assistant.

It is suggested that IC looks into finding outside First Aid for conference. It would be far more beneficial to have professionals rather than people with basic first aid training in the case of anything going wrong. James Grant is a local paramedic who would have good contact information for this.

Gala Co-Chairs: Gordon and Meagan have met with representatives of Dalhousie to discuss the option of hosting Gala in Sheriff Hall. This meeting went well and the Co-Chairs later received an email with details regarding the event and costs. Dalhousie is offering to reduce the price by having the NSSSA pay only for food and not the venue. However, the only date they offered was the weekend prior to Provincial Conference, which isn’t ideal. Gordon and Meagan plan on contacting the university again to inquire about any available dates in June.

 

Chignecto Co-Premiers: Chignecto has been focusing greatly on their upcoming Junior Conference. Forms have been approved and are awaiting publishing on the website before the cabinet begins promotion and mailing. The Regional Cabinet has decided that in place of a keynote speaker, the Junior Conference will feature a hypnotist, who has offered a discounted price. A contract will be signed with him in the coming weeks.

Chignecto Regional Cabinet has been officially completed with the addition of a Regional Advisor, Beth Smith.

 

CBV Co-Premiers: With five weeks before conference, CBV has signed a venue contract with Cape Breton University as well as discussed a grant, released all conference forms, arranged a deal with Subway for meals, contacted organizations regarding their career fair, and negotiated prices with a keynote speaker. CBV has also arranged for presentations within most secondary school in the area and recorded a radio interview with a local station. A meeting will take place with a supplier for RC sweaters in the coming weeks.

Metro Co-Premiers: Brooke and Gabrielle have held a meeting with Mount St. Vincent University to confirm locations for conference and its events, as well as began to draft an itinerary and budget. They have contacted Bell to discuss headsets and walkie-talkies for logistics, chaps, and cabinet members, spoken with various potential speakers, and briefly emailed with a member of the Department of Education, which will be discussed later in the minutes.

 

Sou’West Co-Premiers: The Junior Conference date and Skillbuilding Retreat dates are confirmed as November 12th (1pm-7pm) and October 30th (1pm-4pm). Forms were approved and released to the website. The forms for Skillbuilding are now closed and the selection process has begun.
RC has ordered their spirit wear and began discussing with First Choice Sportswear regarding t-shirts for the conference, receiving a quote of $10 per shirt with their finished 5 colour logo.

Meals have been confirmed for conference, EPIC has been planned, and itinerary has been completed.

Sou’West has been in contact with Jacob Lingley of Brilliant Labs regarding speaking at conference, who is unable to attend Regional Conference, but is interested in appearing at Provincial Conference. John will also send contact information for Sarah Ryan, the Brilliant Labs Nova Scotia representative.

Also, a new Head Chap has been selected after the previous resigned.

 

Strait Co-Premiers: Strait has held multiple Regional Cabinet meetings since the previous PC meeting, as well as held a successful Grade 9 event with an approximate 60% profit. Everything has been payed for excluding janitorial fees. Two students arrived at the event who were not registered in the database and without an advisor from their school. In future instances anyone under this situation would need to be declined access to the event. Without proper recognition of an advisor from the school’s principal, NSSSA rules are being ignored.

Strait Co-Premiers have held a meeting with St. FX to discuss printing of promotional items for conference, which the university will be covering the cost of. They will also be meeting with their regional conference’s keynote speaker. Forms have been released for regional conference, L.I.F.T. U.P. 2016, and the region is currently working on forming a sponsorship for the event. Current donation total for the region is approximately $1425.

Valley Co-Premiers: Emma and Kayla have been contacting venues and have confirmed their Junior Conference venue as Central Kings Rural High School. They will be meeting with administration in the coming week in order to sign on a contract. Forms will be released promptly for the junior conference and the skill building manuel has been completed. First draft of budget is nearly complete and a new advisor is being contacted.

 

Media Relations: Selena has been working closely with Dereck to organize the NSSSA newsletter, which is now operational, but has lost all previous subscribers from previous years. She has also begun contacting local businesses regarding media releases. There has so far been an interview in Strait with 101.5 The Hawk, and a session will be arranged with stfx.ca as well as the Casket Newspaper. These will be sorted by Strait Region Public Relations. As well, an interview will be held in Metro with 101.3 Virgin Radio to promote their upcoming regional conference. No other regions have contacted Selena with other information on media opportunities.

 

Head School Rep Coordinator: Mitchell has been spending the past month working with Head School Reps to assist in contacting some of the more difficult to reach schools in their regions. He will soon begin to help as well with promotion of any upcoming regional conferences, and will be providing them with a set presentation for staff of schools. This comes after their current discussion of presentation goals and ideas.

Mitchell has also been in contact with the president to discuss logistics of keeping this position as a permanent addition to Provincial Cabinet as well as been in contact with the Youth Project on the topic of gender neutral sleeping, which will be elaborated upon later in the minutes.

 

Past President: Since training retreat, Maggie has been a liaison between St. FX and the Finance team. She has been receiving receipts and invoices from the university for the costs of retreat, and has been sending them to Chloe and Eliza. She has also held a meeting with Molly to answer any questions she may have as well as discussed ideas on proper documentation and monitoring of the HSRC position. She plans on talking with Mitchell about this position much more in the coming weeks. Maggie stresses that anyone on PC with any questions should feel free to come to her for any advice she can offer.

 

New Business:

 

John

 

Changing Venues – The option of looking into alternate venues from what have been used in previous years could act as a large cost reduction for the NSSSA. Many universities would be eager to hold an NSSSA conference as it acts as a strong promotional tool for themselves. This could convince them to give lower rates to the organization. If the NSSSA were able to pay less for a venue, it would result in a lower application fee, and ultimately a higher attendance at conferences. While the NSSSA as an organization maintains a good relationship with St. FX, this year is the last of the contracted three with the university. It is suggested that some relationships like this be maintained, but the organization should not be opposed to reviewing offers from other potential venues. It is under the control of Provincial Cabinet to determine whether it would be most beneficial to switch main venues and, if any, possible additions to what is asked for or requested of these venues. This year, it would be beneficial to review the current proposal from St. FX and discuss possible cost reductions as well as the databases including past venues, their costs, and the number of students in attendance for some comparisons to the last couple of years.

 

Rotary Club – Rotary is the oldest acting service organization in the world, and works heavily on international and local projects that focus on youth and leadership development. This could be an incredibly beneficial pairing with the NSSSA. The main factor of Rotary that could be interconnected with the NSSSA would be the Interact Club. This is a constituted rotary club within high schools, including one at Citadel which could be interesting to bring into Metro regionals to speak with students about how they can get involved. Rotary fundraises hundreds to thousands of dollars and gives it back to community organizations. Being affiliated with them could easily bring us donations which would be of incredible assistance to the organization. There are rotary clubs all over the province, so all of the regions should look into their local branches. John and Molly will discuss this opportunity further.

 

Finance

 

Budgeting – Everyone should keep in mind that their first budget will have empty spaces. It is better to send in a bad budget for review than no budget at all. All invoices and deposit slips (carbon copy) must be sent to Chloe and Eliza for review in order to insure the banking of all regions is accurate and stable. The budgets can all prove to be helpful to incoming co-premiers next year, regardless of how messy they appear currently.

If there is a case of someone not attending conference, but it is past the refund date, do not take their payment out of the budget as they still count towards the conference’s revenue.

Co-Premiers should try to gather information on the logistics of how the venue is charging for food (if they are providing). The venue could be charging via a head count in meal hall, or just by the number of people registered for conference. This is important to know for the region’s budget. A final budget should be sent to Chloe and Eliza as soon as possible after an event (within a month).

If a region receives a NSF cheque (the cheque bounces), a notice will go to Abe. Co-premiers are responsible for contacting the writer of the cheque to inform them by phone immediately, and then they will be required to send a replacement cheque with an additional fee of $10. The organization is also charged a $7 fee.

 

Financial Statement – The financial statement from last fiscal year needs to be approved by the Provincial Cabinet before it can be sent to the NRA. It is necessary to send this to receive money withheld from the organization by the CRA. The statement outlines all monetary activity done by the NSSSA, including costs, revenues, etc. The NSSSA currently holds $118 000 in the bank, which is in comparison to the $113 000 of two years ago. All costs decreased apart from the money spent on food, which doubled from previous years.

There was an overall profit of $11 000, which is a good sign of proper registration fees and budgeting. Any profit between $10 000 and $15 000 is a good range.

Chloe motions for the approval of the 2015-2016 Financial Statement.

Zac Seconds this motion.

 

18 in favour, unanimous, motion is passed.

 

Liam

 

Social Media Plan – The suggested social media plan outlines the uses of different accounts belonging to the NSSSA. It determines that there will be;

  • One Instagram account to be used by all regions.
  • One main NSSSA Facebook page along with separate pages for each region, IC, and CC. Any events must be created within these pages.
  • Individual Twitter accounts for each region, IC, and CC.
  • One official NSSSA Snapchat account to be used only at Provincial Conference due to lack of content at regional conferences.

 

Liam motions to pass the official Social Media Plan of the NSSSA for 2016-2017.

 

It is suggested that there is actually enough content at regional events to warrant individual Snapchat accounts. The problem could actually be too much content. This argument comes from the issue of conferences overlapping, and not being able to be distinguished from one another. This can be remedied by using hashtags, geofilters, or captions to determine which conference is which. It is thought to be interesting to see what is occurring in different regions.

Snapchat is not used to interact back and forth with the public. It is very one-sided. Anyone who is following NSSSA on Snapchat is already committed to the organization so it doesn’t act as a great promotional tool. This being said, it may not attract interest, but it holds the interest of anyone connected. Seeing frequent stories of NSSSA events keeps people excited and reminds them of any upcoming conferences that they may want to attend.

On instagram, the account should continue to follow students and businesses only, as it attracts students to follow the account and learn more about conference.

Potential new ways to promote the NSSSA would be to have a budget solely for promotion. This money would go towards paying for ads to be put up on Facebook, physical merchandise (such as pens, pencils, buttons, bracelets), etc.

 

Motion Defeated.

Amendments: There will be one Snapchat account to be used at Provincial Conference, Inclusion Conference, and all Regional High School Conferences.

 

Liam motions to implement the amended version of the official Social Media Plan of the NSSSA for 2016-2017.

Chloe seconds this motion.

18 in favour. Unanimous. Amended motion passed.

 

Mitchell

 

Gender Neutral Sleeping Arrangements – After extensive research, there is nothing to be found on the internet pertaining to gendered sleeping arrangements within the school board. Mitchell contacted the Youth Project to discuss this issue. Their main suggestion was to not include a gender on registration forms at all, so that there either no, or random selection for rooming. There would be a very large room with one wall for only males, one for only females, and the middle would be a congregation of whoever wants to be there. This would allow for people to have their own choice if they are uncomfortable sleeping co-ed. This could prove an issue in venues where there is not enough space, as well as if there are individuals who do not feel comfortable sleeping in a room at all with another gender.

The second option would be to have three rooms, with the same layout as the previous option. This could also prove difficult for smaller venues.

It is impossible to find a perfect solution to this discussion as there will always be conflict between who is uncomfortable. It depends highly on where you are from and how open minded parents, community, and delegates are when it comes to this issue.

The Provincial Cabinet believes it best to keep the ‘male’ and ‘female’ rooms, but to make it clear to all parties that it is perfectly acceptable to choose to sleep wherever they feel most comfortable. It should be made clear to Chaps that the choice of delegates should not be questioned and should be taken seriously. Chaps may require slightly different training than in the past in order for this to work, and while it may not be the perfect solution, it is definitely a step in the right direction.

 

Molly

 

CAST – Molly has been contacted by CAST (Communities Addressing Suicide Together) to discuss the opportunity of giving a presentation at conference in the form of How-Tos. This would be a good option for Public Relations of each region to discuss and possibly reach out to. Molly will send an email pertaining to this to each region.

 

Department of Education – A representative of the Department of Education has contacted each region, looking to be involved in conferences by asking students six predetermined questions surrounding their education. This could be an incredibly beneficial link between the NSSSA and Nova Scotia schools. Each region should discuss within themselves how to incorporate her into their conference, but she should be invited to as many events as possible.

Some ideas on how to work her into conference could be to have the Department of Education as a How-To session, an optional conference event (similar to the AGM), or to have a voluntary focus group during lunch. Regions should send Molly their discussions for further input.

 

Motion to adjourn: Molly motions to adjourn the meeting. Zac seconds.

Date for Next Meeting: November 5th, St. FX University

PC Minutes 16/09/17

NSSSA Minutes from:

Provincial Cabinet Meeting

20160907

Location: Mount St. Vincent University

Time of Commencement: 2:39

Time of Adjournment: 5:22

Duration: 2hr 43 min

 

Attendance and Regrets:

Present voting members: Aidan MacFarlane, Amy Oickle, Beth O’Connell, Brooke Kattenbusch, Camryn Smith, Chloe Dean-Moore Christina Nickerson, Connor Poirier, Eliza Nobes, Emma Hogenbom, Gabrielle Torrealba, Kassandra Kelbratowski, Katelyn Libbus, Liam Haliburton, Mitchell Archibald, Molly Anderson, Molly Somers, Patrick Wallace, Selena Landry, Tatum Arcon, Zac Foran

Present non-voting members: Dereck Thibault, Lorne Abramson

Regrets: Gordon Burns, Haeley Langlois, Maggie MacNeil, Meagan Kettley, Kayla Jenkin

No Show:

 

Updates:

 

President: Since the previous meeting, Molly has participated on a finance call regarding the coming year and has spoken with regions about conference logistics as well as held continued conversations with Mount St. Vincent. She is currently in the process of working on finalizing everything to do with outstanding memorandum and helped to update the corporate package with Liam. Molly would like to remind everyone to CC her in all emails to ensure she is receiving all necessary information.

A possible alteration to conference logistics is to hold a higher consideration of the gender spectrum. This could come in play by replacing the ‘blue and red’ metaphor when speaking on the three D’s, continuing to avoid cheers that could be offensive (Co-Premiers should discuss this with their Wendys), and the potential of co-ed sleeping arrangement. The latter could be the most difficult to obtain, but also one of the most beneficial. People may be uncomfortable being sorted by physical appearance and assumed gender, the anxiety of which being taken away by having everyone sleep in the same spot. School board and parental consent would act as a barrier to this idea, but there will be research done on the stance of the schools regarding this. A potential answer to keeping both parents and students happy and comfortable could be to provide options for sleeping on the registration form. (ie: a girls room, boys room, and co-ed). This topic can be discussed further at a later date.

 

VP External: Liam has been using the time since retreat to catch up on what happened at the event. He has also sent out a corporate package and donation letter to all who need it, and has began working on a yearly plan for social media.

 

VP Internal: Katelyn has organized check-ins with members of Provincial Cabinet and sent out emails reminding everyone to send updates at least three days prior to cabinet meetings. She has also started to create a check-in schedule to make the phone calls easier and more efficient. Co-Premiers and Co-Chairs should keep in mind that check-ins with Katelyn will become more frequent as conference season gets closer. There will be a general conference checklist sent to Co-Premiers within the coming week to aid them in planning and organization. Katelyn received her financial signing rights Saturday morning as well as attended the Conference Committee meeting prior to Provincial Cabinet’s.

 

Provincial Advisor: There are mailbox keys available for Metro, Inclusion, and Conference Committee 3-Tions. At the end of the year these people are to return their keys to their Co-Premier or Co-Chair, who will then give it to Abe. Any lost keys have a $250 replacement fee.

There are a few pieces of information still missing from the full cabinet and committee database, but people will be contacted individually regarding this.

Abe has a couple of boxes of conference spirit wear at his house that will be passed along and potentially sold throughout the year. These items could be advertised within the regions and brought to different events after having orders and payments previous to them. This is the responsibility of the PC Secretary.

 

Treasurers: Eliza, Chloe and Jason met with Chris on Monday and learned a lot more regarding quickbooks in order to increase efficiency as well as claim HST on gas money. It is still being recommended that the organization decreases its number of active bank accounts as it will save the NSSSA banking fees and make bookkeeping simpler.

Last year’s profit margins have been received from each cabinet;

CBV: 40% – $3,024.26

Chig: 10% – $218.72

CC: 14% – $12,888.84 (a note should be submitted in the finances to indicate the fact this would be higher minus the free registration for CC and PC members)

Gala: 7% – $204.78

IC: 14% – $921.33

Metro: 31% – $7,474.24

Sou’West: Not Confirmed

Strait: 31% – $3,370.64

Valley: 10% – $162.23

Organization: 7% – $11,079.27

During the meeting, finance guides were given to all Co-Chairs and Co-Premiers including who is in charge of their finances and can help with any questions. The package also includes tips from the treasurers, tips, stickers (for simplified mailing – all deposit slips must be mailed to Chloe and Eliza), and a budget template (plus an example sent by Katelyn).

Profit Margin – The 20% profit margin that each cabinet should be striving for, is not to be calculated or deducted from every dollar, but for each event held by the cabinet (total income). Profit margin is calculated with profit divided by revenue.

Revenue – all the money collected. For example, if you collect $75, divide by 1.15 to attribute to taxes, and the remaining is your revenue. You don’t receive any revenue from delegates on Regional Cabinet, advisors, or chaps, but keep in mind that their food must still be budgeted (more people will be eating than there is paying for conference).

Budget – Budget must be updated every time numbers, prices, costs, etc. are changed. Every time a budget is updated, it must be sent to Chloe and Eliza to analyze in order to assist with complications.

Deductions –  Deductions from income can be from taxes, Alumni fees, etc. Expenses are not deducted from conference fees, but are taken directly from a cabinet’s budget per registration. Receipts – When 3-Tions receive money from schools, they are required to issue receipts. Before being given out, these should be copied and given to Chloe and Eliza (preferably in paper not digitally). There is a template to assist 3-Tions with creating these receipts. 3-Tions will only be in charge of issuing receipts and not making deposits of cheques when they receive them is for the Co-Chairs/Premiers to keep as close of an eye as possible on their banking. This way they know exactly where everything is instead of relying on the actions of someone else.

Deposits – All deposits made by Co-Premiers/Co-Chairs must be done at an RBC. Deposit books and stamps were distributed at this time. It is recommended that a list is made of all cheques received as well as their status (deposited, pending, etc.). All cheques expire after six months, but waiting that long is not advised. When physically depositing a cheque, using the aid of a bank teller is strongly encouraged. They will happily assist and make sure everything is done correctly. Make sure the deposit slip includes who the cheque was issued from, the subtotal, and a stamp mark. Everything written on the deposit slip will be transferred to two other copies (three sheets in total) . Two of these will be left at the bank, and the remaining should be copied to send the original to Finance and the copy to be kept for Cabinet records.

 

After conference, the treasurers will require both a final database and final budget to make ensure all information is accurate and consistent.

 

Secretary: Minutes from the past two meetings are now posted on the website. Molly has also posted a vote on the PC Facebook page regarding spirit wear, with quarter-zips being the winners. More on this in New Business. A second poll was made regarding head-wear with a tie between visors and baseball caps. Either these two need to be decided between, or we can order both with people receiving which one they prefer.

 

CC Co-Chairs: Aidan and Kassandra are currently working on potential ways of reincorporating How-Tos into Provincial Conference. How-To’s are known to sometimes be a low point of conference and difficult to organize, so would only be brought back under ensurity that they will be engaging and consistent. Conference Committee held a meeting with nearly full attendance, discussing what aspects of conference are the most enjoyable as well as what could be improved. The cabinet have also decided on crewnecks for cabinet spirit wear and have begun creating timelines. Conference Committee has also started looking into potential speakers and what kind of messages they want to be spoken on at conference. An idea for this year is to keep a connection between the messages of keynote speakers, How-To sessions, and conference as a whole.

 

IC Co-Chairs: After taking part in the August training retreat, Christina and Micci have been speaking with finance and considering the possibility of looking for venues outside of Mount St. Vincent. The move would be based on the need of a more inclusively accessible location and set up (ie: one floor, wheelchair accessible, etc.) in order for groups to stay together and for activities to be run more efficiently and effectively. Discussion of alternate venues focuses mainly on Metro locations and could potentially be held at a local high school (potentially Citadel or Lockview). Inclusion has found a 3-tion and now officially has a full committee, holding their first meeting Sunday, September 18th.

 

Gala Co-Chairs: Gordon and Meagan have both agreed that the best way to proceed in finding a venue for Gala is to contact their first choices rather than waiting for businesses to contact them. A meeting has been arranged with NSSSA CBV alumni, Lyle Quinn (acting sales manager for Dalhousie) to discuss hosting Gala at Sheriff Hall and potentially have a tour of the location and a testing of the food. Contacts for speakers are being searched out by Ian Kent.

 

Chignecto Co-Premiers: Since retreat, the location for Jr. Conference has been finalized for December 3rd at Northumberland Regional High School. École Acadienne de Truro has been contacted for a regional conference date of November 26th and 27th who agree to holding conference there if there are French students in attendance. Dates for future Regional Cabinet meetings have been set by the Co-Premiers (the next of which being Sunday, September 18th) and spirit wear is in the process of being ordered. Chignecto is still looking for a regional advisor, but there is a possibility of Camryn’s mother filling the role. Action Required: Co-Premiers send Abe full contact information for potential advisor.

 

CBV Co-Premiers: Dates for regional conference have been confirmed for November 26th and 27th at Cape Breton University and registration forms will be released on September 30th. CBV has held a bottle drive for fundraising and hope to get Head School Reps into some local schools some time in the coming week.It is unknown whether or not CBV will be holding a junior conference.

 

Metro Co-Premiers: Timelines have been created for regional cabinet members and spirit wear has been confirmed. Fundraisers were discussed with the cabinet to potentially raise enough money for scholarships. A meeting will be held with Mount St. Vincent on September 18th to confirm tentative regional conference dates as November 12th and 13th with registration forms to be released October 26th. This meeting will be followed with talking to potential keynote speakers. A Head School Rep retreat is confirmed to be at Auburn high.

 

Sou’West Co-Premiers: First Regional Cabinet meeting was held September 11th and included discussions of the 8 key concepts, emailing (signatures, active gmail, quick replies, etc.), and personal/team goals both short and long term. Conference names and dates have been confirmed as Nebula for Junior conference and Super Nova for Regional Conference on November 12th (7:30 am to 10:00 pm). A Skillbuilding retreat has been booked for October 30th in Liverpool.

Junior Conference venue has been booked at Shelburne Regional High School with an estimated price of $178. Cabinets should keep in mind that Junior Conferences will likely be less expensive than Regional due to less time needing the venue, not needing overnight security, and there likely being less cleanup.

 

Strait Co-Premiers: Strait has held two Regional Cabinet meetings since retreat, creating a timeline for all cabinet members, selecting a conference logo, and forming itineraries for both grade 9 event and Regional Conference. Patrick and Zac have contacted Principal Janice Gough to form a contract with Town of Port Hawkesbury Recreation, and booked rooms for the region’s grade 9 event. If the contract is signed in the coming week forms for grade 9 will be released the following day and registration will be open from the 22nd of September to the 7th of October. The event will be held on October 15th. A meeting with the venue for Regional Conference will be held Monday as well as a phone call with the conference’s keynote speaker.

 

Valley Co-Premiers: Valley had their first Regional Cabinet meeting Sunday, September 11th at the Lion’s Hall in Kingston. Everyone but one was in attendance and discussion surrounded the outcome of retreat, general rules, and getting to know one another. The cabinet now has a regional advisor and two First-Aids who will be added to the database and sent out within the week. Dates for both Junior Conference and Regional Conference have been determined as the 5th of November and the 4th/5th of February. Cabinet will begin to contact school in the coming week for presentation opportunities.

 

Media Relations: Selena has been working with Dereck and Public Relations to figure out the organization’s social media accounts and who is running them. As well, she will be working on an NSSSA newsletter and organizing a subscription option on the website.

Action Required: Selena asks that all Co-Premiers have information submitted to her by September 24th regarding local media opportunities (newspapers, radio stations, etc.).

 

Webmaster: In the past few weeks, Dereck has sorted out Basecamp and created the project for Provincial Cabinet, having only one person who has not yet accepted the invitation to join. The NSSSA website has been updated to include media links for Instagram, Youtube, and Facebook, as well as Twitter feeds on each cabinet page. Each of these pages will also include conference information, logos, forms, etc. and can also show profile images of Co-Premiers/Chairs and cabinet executive. Keep in mind that it would look best for these pictures to be taken with similar lighting and backgrounds taken horizontally. Any information cabinets want on their page can be sent to Dereck now if it is complete and be put live at a later date when everything is confirmed, just make sure any forms or information is sent at least a week in advance from when it needs to be available to the public, and send it as a pdf. Any forms that need to be updated from what was originally posted will be indicated (possibly with a date) in order to ensure people are aware and haven’t already printed off an outdated application.

 

Head School Rep Coordinator: Head School Reps who were absent for training retreat have been caught up and had a session with Mitchell. He has received updates and questions from all the Head School Reps and is helping them in any way possible, but also directing them towards their Co-Premiers/Chairs to reinforce the team aspect of cabinets. During retreat the Head School Reps had time to brainstorm definitions and descriptors of the NSSSA and Mitchell plans to use these as a guideline to help create a list of common elements to incorporate into all presentations.

The Nova Scotia School Database is still in progress, and Mitchell will be asking Co-Premiers and Co-Chairs for information on school based conference attendance to aid in the promotional process. It is hopeful that Mitchell will be attending Principal’s meetings as soon as possible. Mitchell should be attending each Principal’s meeting with the appropriate Co-Premiers.

 

New Business:

 

Corporate Package: As well as a donation letter, the corporate package was sent out by Katelyn to all who will be needing it. Everything typed in red must be changed to make it region specific, just remember to change the colour when completed. Anyone wishing to make changes to the document should first consult Molly, Katelyn, or Liam to be sure it is an appropriate edit.

The corporate package should be used when contacting larger businesses, and the donation letter should be used when requesting smaller contributions.

 

Basecamp: There is still one person who has not yet accepted their invitation to join Basecamp and it is recommended that they do so. Some cabinet members have been creating their own timelines and to-do lists, but there are already sections created for each position, and making new ones will only clutter the page. That being said, everyone is encouraged to explore Basecamp and what it can do – anything can be deleted later.

Co-Premiers and Co-Chairs should be using Basecamp and be accountable for everyone on their cabinet by assigning tasks and due dates to them and keeping up on what is being completed.

 

Conference Related Questions and Answers: Although grade seven students are not technically secondary school students, they will be permitted to attend Junior Conferences for regions that have included them in past years.

Grade nines will be allowed to attend Regional Conference if they attend Junior Conference first in regions where this is applicable.

 

Spirit Wear: With the majority of cabinets having officially chosen their spirit wear, some Provincial Cabinet members are unhappy with their original votes. Because of the high demand of quarter zips from all the other cabinets, PC has decided to hold a revote between Quarter-Zips, Jackets, and Cardigans. This vote will take place following the meeting.

 

Motion to adjourn: Gabrielle, Selena seconds

Date for Next Meeting: October 22, Acadia University

PC Minutes 2016/08/27

NSSSA Minutes from:

Provincial Cabinet Meeting

20160827

Location: St. FX University

Time of Commencement: 11:02

Time of Adjournment: 1:35

Duration: 2 hr 33 min

 

Attendance and Regrets:

Present voting members: Aidan MacFarlane, Amy Oickle, Beth O’Connell, Brooke Kattenbusch, Camryn Smith, Christina Nickerson, Eliza Nobes, Emma Hogenbom, Gabrielle Torrealba, Haeley Langlois, Kassandra Kelbratowski, Katelyn Libbus, Kayla Jenkin, Mitchell Archibald, Molly Anderson, Molly Somers, Patrick Wallace, Selena Landry, Tatum Arcon, Zac Foran

Present non-voting members: Dereck Thibault, Gordon Burns, Lorne Abramson, Maggie MacNeil, Meagan Kettley

Regrets: Chloe Dean-Moore, Connor Poirier, Liam Halliburton, John Robertson

No Show:

 

Updates:

President: The previous month has brought forward new goals for the coming year as well as bonding opportunity within Provincial Cabinet to ensure success. Along with appointing a new webmaster to sit on the Provincial Cabinet, Molly sat on the training Sub-Committee and aided in the organization of the 2016-2017 NSSSA Cabinet and Committee Training Retreat. The NSSSA sent representatives to the HRM Youth Leadership Summit in order to promote and explain the organization. As well, discussion has began with Mount St. Vincent surrounding the current MOU held with NSSSA in regards to Metro and Inclusion conferences.

Molly would remind cabinet members to ensure she and the vice presidents are sent emails pertaining to venues, money, cabinet decisions, and any other vital information by including them in the CC recipients.

 

VP Internal:  Most phone check-ins were completed prior to the training retreat, and any remaining will be executed within the coming week. Any person with a preferred method of contacting Katelyn for these check-ins (ie; email, video call, etc.) should inform her as soon as possible. Updates from Provincial Cabinet members were collected in the days prior to training retreat, and should be sent in 3 days preceding any meeting by every position on cabinet.

 

Provincial Advisor: Contact has been made with principals of some of the smaller schools in the province who are not currently involved in the NSSSA but are requesting information. It is important to focus attention on contacting these kinds of schools as the larger schools are already involved and promote within themselves.

Abe questions the reliability of Mount St. Vincent as a venue and supplier of marketing/recruitment. There is a possibility of the NSSSA finding a new Metro location within the next few years.

 

Treasurers: The Audit – On July 21st, Finance submitted audit to the CRA from the 3rd quarter of last fiscal year and confirmation has been received that the submitted data is accepted. The amount received from said quarter’s tax filing is expected to be roughly $1,100.
Joint Stock Companies – Finance has renewed the NSSSA’s membership with the Nova Scotia Joint Stock companies and paid the annual fee of $31.00. As well, an updated list of members sitting on the board of directors has been submitted, including Molly Anderson, Liam Haliburton, Katelyn Libbus, Maggie Macneil, Chloe Dean-Moore, and Lorne Abramson.
Final HST Filing – The last HST for the past financial year has been submitted at approximately $8,000, which signifies an improvement from the $11,000 submission of two years ago.
Signing Rights – Finance is currently working on updating the NSSSA Signatories (signing rights). This year those holding access to the accounts will be; Chloe Dean-Moore, Eliza Nobes, Molly Anderson, Liam Haliburton, Katelyn Libbus, Maggie Macneil, Lorne Abramson, and John Robertson. Upon contact from RBC’s Lance Mattson, the aforementioned cabinet members will be informed on how to gain their access.
Quickbooks – Jason has turned over his quickbooks administrative rights to John Robertson. John’s credit card will be connected to this account and he will be sent an invoice and charged for quickbooks every month, the cost of which being reimbursed. Eliza Nobes and Chris Mossop are currently setting up their own quickbook accounts.
Finalizing This Year’s Books – Last year’s quickbooks are currently being finalized by adding the most recent tax filings as well as entering the last cheques. When this is complete, the books will be given to Chris Mossop for review. When final numbers are completed, they will be available to the Provincial Cabinet.
Next Year’s Finances: A meeting is being planned for discussion of the coming year’s finances. Topics of discussion will include a Provincial Cabinet budget, reviewing financial processes and procedures, and the number of necessary NSSSA bank accounts.
There are several advantages to reducing the number of accounts that we currently hold, including reducing bank fees, having a higher chance of receiving charitable status, and make bookkeeping more efficient.

Secretary: Minutes from previous meeting are not yet live due to not having access to the website, but will be posted as soon as possible. Molly has begun to consider options for Provincial Cabinet spirit wear and will be posting voting polls on the Facebook group at a later date. All clothing orders should be sent to Steve in October in order to receive them by conference season.

 

CC Co-Chairs: A completed Conference Committee has been selected for the 2016-2017 year, and every student who submitted an application was contacted by Kassandra or Aidan. Potential date for the debrief with St. FX has been set for October 1st to 2nd but not all details are confirmed. Conference Committee co-chairs have begun to consider their budget, methods of lowering expenditures for provincial conference, as well as possible changes to the content of the conference (such as SkillBuilding activities, positional responsibilities, and the prospect of returning “How-To” sessions). Training retreat was spent considering larger updates to the function of conference – namely the registration and payment process. St. FX has offered online registration for NSSSA conferences, which could lead to easier access to potential delegates and a simpler experience for those paying the conference fee. The idea is not confirmed, but would be an advisor based application where delegates would be unable to register unless their school held an advisor in the system, who then confirms that they will be able to bring the student. This is an opportunity to discuss further at a future date, but warrants scepticism over raising prices and the chance of not intriguing any use.

 

IC Co-Chairs: Christina and Micci have discussed who will have access to databases as well as potential conference dates, application deadlines, and venues. Organization of the opportunities fair is currently under work and the Co-Chairs plan on giving their Public Relations a template with a goal of a certain number of opportunity fair guests to contact. A possible change to the event for this year is to invite parents to take part in the opportunity fair as well as include presenters with the option to stay at conference and potentially ask them to run How-To sessions. This will provide everyone with a better idea of what happens at conference, and what Inclusion is striving for. There has also been discussion on what details would be included on a new form for Regional and Provincial conferences in order for students with special needs to feel included and comfortable attending events outside of Inclusion.

 

Gala Co-Chairs: Gala held a check in with Katelyn to discuss venues as well as potential dates. Gordon and Meagan have contacted Dalhousie University, the Atlantica Hotel, and the Gahan House as possible venues to organize tours and taste testing. The chosen venue will hopefully be confirmed by mid October in order to have Gala tickets live throughout conference season. Contact has been made with NSSSA alumni regarding having them as a guest speaker at the event, and a timeline has been created with deadlines for the coming year. Co-Premiers and Co-Chairs should remain aware of members of their cabinets during conference planning as it has been decided that there will be Cabinet and Committee awards. Gala Co-Chairs hold the goal of better promotion of who can attend the event as well as possible use of the St. FX bus (which would be determined in Conference Committee’s contract with the university) to transport students from that area and increase attendance.

 

Chignecto Co-Premiers: On August 5th Chignecto held their first Regional Cabinet meeting of the year. Discussions focused on ground rules of being part of the cabinet, but the meeting acted mostly as a bonding experience. Information about positions and social media were passed on to cabinet members, and dates for conferences were considered with little conflict. Venues and dates will be finalized for both Junior and Regional Conferences in September. Chignecto currently remains without a regional advisor and hopes to find one in the coming month. The Welcoming Chair of the cabinet has taken on the role of Secretary on top of her prior position upon the resignation of the originally appointed.

 

CBV Co-Premiers:  CBV looked into alternate venues but both options have either declined or have not given an answer, so conference will continue to be held at Cape Breton University. After discussing with the venue about necessary space for conference, rooms have been booked for the weekend of November 26th and 27th. CBV Regional Cabinet held an informal retreat at Connor’s house to meet everyone as well as inform everyone of rules and expectations for the coming year. At a later date, a formal Regional Cabinet meeting was held where discussions focused on determining RC spirit wear, conference names, and a debrief on the Co-Chairs’ meeting with Cape Breton University. Regional Cabinet meetings are determined to be held every Sunday.

CBV hopes to brainstorm potential fundraisers in order to reduce conference costs or have select students attend for free, explore potential conference speakers, and contact the venue regarding items for delegate bags.

 

Metro Co-Premiers: Since the past Provincial Cabinet meeting, Metro Regional Cabinet has held a bonding event with attendance from both the new and old cabinet and has provided members with tasks that can be worked on during this time. Brooke and Gabrielle have met with their regional advisor to discuss plans and expectations for the coming year and have created a list of potential keynote speakers, though have already been contacted by one interested presenter. Discussion with Mount St. Vincent will begin shortly.

 

Sou’West Co-Premiers: Sou’West Regional Cabinet has now received the majority of their turnover packages from last year, excluding those for the Co-Premiers, Public Relations, Skillbuilding Co-Chair, and Secretary. A Facebook group has been created for the cabinet with introductions of each member, and a non mandatory get together was held in Dayspring for a bonding opportunity. The cabinet has brainstormed conference venues, conference dates (possibly around November 9th for Junior Conference, February 11th and 12th for the first Regional Conference, and April 1st and 2nd for the second Regional Conference), and conference names.

 

Strait Co-Premiers: Since the last Provincial Cabinet meeting, Strait has held two Regional Cabinet meetings as well as a bonding event. A schedule for further meetings was determined at this time. Zac and Patrick have also had a meeting with the St. FX Conferences and Events team to create a contract draft as well as confirm their conference date for November 19th and 20th. Zac Crouse was contacted as a potential keynote speaker for Strait’s regional conference. Regional Cabinet has decided to host a grade 9 conference and are awaiting a response from the potential venue (Strait Area Education Recreation Centre).

Krista MacEachern, an advisor for a leadership and volunteer group has asked Strait to organize a workshop day for grade seven to twelve students, which would most likely be held in second semester and could be an effective promotional event.

Strait region hopes to gain a speaking time at an SRSB principal meeting to introduce the Co-Premiers and Head School Reps to the school board’s principals. There has not yet been a response from the coordinator, Paul Landry.

Conference names are confirmed as being S.M.I.L.E. (Supporting and Motivating Individuals with Leadership Experiences) for Grade 9, and L.I.F.T. U.P. (Leadership Involving Fundamental Teamwork and Understanding Possibilities) for Regionals.

 

Valley Co-Premiers: Valley has not yet had the chance to hold a meeting, but they will begin weekly at the start of school. Still looking for a regional advisor.

 

Media Relations: Selena will soon gain access to all social media accounts and will become an admin for the NSSSA Facebook page. She is waiting on contact from each of the regions with media opportunities so they can be acted upon. A deadline for this will be determined and shared with Co-Premiers at a later date.

 

Past President: Currently waiting to view outcome and final numbers from retreat. Apart from minor miscommunications (such as rooms being locked), everything appeared to be a success. Payment will be based on the number of attendees eating at meal hall in order to not be charged for people who left earlier/arrived late. Final numbers will be submitted when database is completed.

 

Webmaster: Basecamp – Possible option for a project management software that could be used by each region to organize files, assign tasks, create to-do lists/timelines, and keep track of everyone’s activities and completed actions. Instead of receiving multiple emails from cabinet members, base camp distributes a daily email concerning all activity from the previous day. This could provide a more efficient and organized system of communication.

The NSSSA website will be a vital source of information in the coming year, so it is asked that everyone keeps track of activity on the website and inform the webmaster of any corrections.

Action Required – Co-premiers are to send in the names and contacts of their regional cabinet members for Dereck to publish on the website.

Social Media Accounts – Dereck talked to Public Relations about the necessity of each region having their own accounts and the issue of keeping unity in information. It is thought that every social media account requires it to have a purpose to the organization, and this could mean that less is necessary. For the coming year there will be a single page to act as the NSSSA’s main Facebook presence. Individual regions are still welcome to create Facebook groups for their cabinets and events for their conferences. There will also be only one provincial Instagram account including pictures that every region can provide and submit to be displayed. Each region should hold its own Twitter account to focus on interaction within the region’s community (specifically with businesses) to push the NSSSA’s presence and legitimacy. NSSSA accounts should only follow one another as well as appropriate businesses rather than outside individuals. If this is followed, the main page of twitter should contain useful information that can be helpful to retweet. It is recommended to create lists to make it easier to communicate with specific types of accounts. Co-premiers and Co-chairs should discuss this with their Public Relations. A hope for the coming year is to increase the popularity of a provincial Youtube channel. The channel would be used for produced videos such as the CC conference introduction and promotional videos. Content could be sent to the Webmaster to display on the website, bringing attention to the channel. Discussion was held surrounding the necessity of NSSSA holding a Snapchat account. Some cabinet members feel as though Snapchat may come across as being too unprofessional and pointless in a promotional sense due to the short time limit on stories being viewable, and the fact that any followers would already be a part of the NSSSA community. Opposingly, Snapchat is a successful media for holding contests during conference as well as an opportunity for delegates to send in pictures that would otherwise be missed chances for posting on other accounts. Snapchat has become one of the most popular social mediums and can prove to be a useful source of promotion with the use of a NSSSA geofilter and conference attendees posting about their experience. NSSSA will keep its Snapchat account, ‘nsssalive’ but will limit use to primarily during conference days. It will be much easier and cleaner to feature social media accounts on the website if there aren’t numerous versions of the same thing.

Effectiveness of Social Media – Cabinets should hold a conversation about the purpose and use of each social media. There has never before been a plan within the NSSSA on how to more effectively promote online, so Dereck will be sending out a PDF on the topic of social media use. It is recommended to search through inactive pages and have them deleted. Having them online confuses people as to what is current, and makes it appear as though admins simply aren’t updating their accounts. An alternative to this is to make contact with the previous holders of the account and have the current cabinet take control of the original account, just remember that the fewer people with access to passwords, the better.

It may be useful for Public Relations and Media Relations to search and read articles on effective use of social media to learn more about tips and strategies for more popular posts.

 

Head School Rep Coordinator: During retreat Mitchell had the chance to speak with the Head School Reps from each region and brainstorm the most effective ways to describe and promote the NSSSA. This is a topic that will be worked on through the year with the help of all Head School Reps and the Provincial Cabinet in order to create an accurate presentation that can be given to every school. A Facebook group has been created for the use of Mitchell and the Head School Reps and will be used along with emails as the main form of communication between them.

Goals for the coming year, and longer if necessary, include acquiring a complete School and Principal Database for Head School Reps to have access to in order for every school to be contacted and ideally presented at. In order to achieve the goal of having presentations within every Nova Scotia secondary school, there needs to be meaningful communication between NSSSA cabinet members and school administration, meaning the two would have a continuous conversation over email or other media in a professional, persistent manner. Lastly, Mitchell hopes to focus on promotion and presentation of both provincial conferences in order to increase the general knowledge of them and possibly increase attendance.

 

Motion to adjourn: Katelyn Libbus. Micci Davy seconds the motion.

Date for Next Meeting: September 17th at Mount St. Vincent University

PC Minutes 2016/07/23

NSSSA Minutes from:

Provincial Cabinet Meeting

20160723

Location: Unicorn Theatre, Saint Margaret’s Bay

Time of Commencement: 1:01 pm

Time of Adjournment: 2:04 pm

Duration: 1 hr 3 min

 

Attendance and Regrets:

Present voting members: Molly Anderson, Liam Haliburton, Katelyn Libbus, Mitchell Archibald, Aidan MacFarlane, Kassandra Kelbratowski, Gabrielle Torrealba, Christina Nickerson, Micci Davy, Eliza Nobes, Chloe Dean-Moore, Molly Somers, Selena Landry, Zac Foran, Patrick Wallace, Kayla Jenkin, Emma Hogenbom, Camryn Smith, Haeley Langlois

Present non-voting members: Lorne Abramson, John Robertson, Maggie MacNeil, Gordon Burns, Meagan Kettley

Regrets: Brooke Kattenbusch, Connor Poirier, Tatum Arcon, Amy Oickle, Beth O’Connell

No Show:

 

Molly- 8 Key Concepts Within Provincial Cabinet

Following the guidelines of the 8 key concepts is incredibly important for PC to run smoothly as a team.

Speaker in Charge – be attentive when others are speaking, what they are talking about is important. Remember that everyone has an opinion, and they are entitled to it. Try to avoid large conflicts during discussions, but know that they could happen. In order to keep organization and fairness, hands will be acknowledged in the order they are raised.

Speak For I – especially important for those working with a partner (such as Co-Premiers). Remember that even though you are both speaking on behalf of the same region, you are not necessarily speaking on behalf of your partner. You are allowed to have differing opinions and ideas.

No Killer Statements – there will most likely be disagreements within cabinet meetings. Remain polite in these discussions. Just because you do not agree with someone, does not mean you need to be rude about it.

Level Out- this is both a physical and social aspect to meetings. Provincial Cabinet will always be seated on one level, including the Provincial Advisor, and current President. No one will be above or below anyone else. This also goes for status, there is no need to be intimidated by any other position, there is no position more important than another.

Business Never Personal – At the end of the day we are all still friends, any heated discussions during the meeting or disagreements between cabinet members are not related to how they feel about one another as a person.

No Unfinished Business – Provincial Cabinet meetings get very long, however any conversation that is started will be finished. The cabinet will not move forward to a new topic until every member is content that their opinion has been heard.

Right To Pass – Any member of cabinet has the right to abstain from sharing their opinion or voting on an issue. This being said, it is recommended that this option is used the least amount possible as the cabinet wants to hear the opinions of its members and no one should feel uncomfortable sharing their thoughts. Nothing will get done properly without a well rounded discussion.

Positive Internal Focus – Cabinet only meets once a month, so the time we are together needs to be used as a focused, professional meeting in order to accomplish the goals of the organization. No cell phones should be used inappropriately and side discussions will not be necessary.

 

Katelyn – Respect Within Provincial Cabinet and NSSSA
As members of the Provincial Cabinet it is important that everyone holds the highest respect for the organization of the NSSSA, as well as for themselves and their partners. One of the most vital signs of respect is following deadlines. Always be on time for submitting forms, emails, orders, etc. These kinds of things are needed by the recipients to do their jobs properly. Katelyn will be making “check-ins”, occasional phone calls to members of PC to make sure everything is running smoothly.
Molly adds in that the purpose of someone asking for data, information, action, etc. may not always be known, but that it is still important and the task should be completed in a timely fashion. Anything being asked has a purpose. When working with companies or businesses outside of the organization the importance of respect is even greater. Always be polite and send any items or information in as early as possible. This gives the NSSSA a better reputation and expresses professionalism.

 

John – Future Plans for The Organization and Its Financing

John started with congratulations on 26 years of continued leadership within the NSSSA community. He gives the advice of focusing attention on small things that can be changed rather than the larger picture. Every new year can leave become a legacy and that the only thing that can be hoped for is to leave the organization better than it is found each year. He leaves the cabinet with the following potential plans of action for the coming year;

  • Thinking about the best practices for business: if the NSSSA wants to reach the status of a charitable organization, the current finance methods will not be acceptable. Problems such as the requirement of too many authorizing signatures as well as a large amount of separate bank accounts overly complicates financing. It is hopeful that in the coming year the organization will be able to look further into achieving charitable status.
  • Partnerships: The NSSSA has always been a student run organization, but has grown tremendously in the past years. However, there are still many people – students and adults – that don’t know exactly what we are. The hope with potential partnerships (such as one with the Rotary International Interact Club) is to increase support financially, improve promotion, and attract students who would otherwise be unable to attend conference because of affordability. The Rotary is the largest service industry in the world and organizes many youth leadership events. They hold many of the same ideals as the NSSSA and could prove to be a useful partner.

Along with this, John brings up the largest expense for the organization – provincial conference. It is possible that prices could be reduced for conference by researching the possibility of numerous universities and deals they could give the organization after the 5 year contract with Saint FX is completed. The thought is that universities are benefitting from having NSSSA conferences held at their schools as it acts as a four day advertisement of their school. 300+ high school students being on their campus often ends in many of them being convinced to attend the university. It is possible for universities to even compete in their prices to have provincial conferences attend.

  • Succession: NSSSA is incredibly lucky to have such a hardworking Provincial Advisor. Abe has been putting so much effort into the organization for many years, but down the road we will eventually need someone to take his role. It is suggested that an ‘assistant advisor’ be found to fill the role of Provincial Advisor when the time comes. This would not be a full time position (possibly a teacher willing to commit time to help and learn all of the information needed from Abe). Transitioning from this, John also talks about the need for a more efficient method of passing down information and knowledge within the student held positions of NSSSA cabinets and committees. Every year cabinets are filled with brand new members that are unsure of what their purpose and duties are and how to fulfil them. An online knowledge base is suggested in order to store documents and videos containing needed information and training tools in an accessible format. An August retreat for cabinets is also a good opportunity for training new members. However, this retreat proves to be a large expense ($12 000 last year). An August retreat will be further discussed later in the meeting.

 

Finance Team – General Financial Information
Cabinet members can be reimbursed for their expenses on behalf of the NSSSA. Everyone should receive copies of a ‘cheque req’ form which will be filled out with information about what was purchased. A receipt must be attached with all of the items being reimbursed. These receipts must not contain anything non-NSSSA related, and must be left whole (do not cut off items that aren’t on the cheque req form, just do separate shopping trips). Along with these purchases, travel costs can also be reimbursed only in the situation of having carpooled with other members of cabinet to a meeting. Reimbursement for travel is 15 cents per km. Cheque reqs must be approved (signed) – and not by the person submitting it – before being sent to one of the treasurers (Eliza and Chloe) to finalize. If someone on a regional cabinet (or IC/CC) wishes to submit a form, their co-premiers/chairs can sign as approval. If on Provincial Cabinet, the Vice Presidents may sign. Co-Premiers and Co-Chairs, do not feel obliged to accept all cheque req applications, use your judgement.

Money needs to be made in order to support and run the NSSSA. Because Provincial Cabinet doesn’t have incoming money, the expenses are paid for through earnings of regional conferences. 20% of conference income goes to PC to use to sustain the organization. This method is percentage based because of the difference in income between regions. For example, 20% of Metro’s regional conference income will be much larger than 20% of Valley’s income solely based on size and attendance of the conference.
Budgets are one of the most important things for a cabinet to be on top of. A conference can not happen without working on the budget. They cannot be fully completed until everything for the conference is done, which means that they are constantly changing. Included in the budget is everything that goes towards conference (venue, food, keynote speakers, incidentals, etc.). Once conference is finished, all budgets should be sent to the finance team. At first budgeting takes a lot of guesswork as you don’t know exactly what is going to happen and what will cost what. Be careful of assuming numbers of people attending as any large difference can make drastic changes to the budget. All purchases must be run by the finance team prior to paying.
Provincial Cabinet is now required to submit a full financial audit to the federal government in order to prove money spent throughout the year. In order to do this the treasurers need databases from all regions.
Co-Premiers and Co-Chairs are to be responsible for their own banking. They will receive all necessary information and must do their banking through an RBC branch. If a co-premier is not in a location close to an RBC, a 3-tion may take over the financing.
There are a few options on lowering costs and improving the financial stance of the organization. Options such as more cost effective speakers, sharing speakers within regions for better deals, speaking to venues about better deals, and there has been talk about lowering the level of advisors. However, this would be a risky decision that may turn some schools away.

 

Session 2

 

Location: Unicorn Theatre, Saint Margaret’s Bay

Time of Commencement: 3:04

Time of Adjournment: 4:57

Duration: 1 hr 53 min

 

Attendance and Regrets:

Present voting members: Molly Anderson, Liam Haliburton, Katelyn Libbus, Mitchell Archibald, Aidan MacFarlane, Kassandra Kelbratowski, Gabrielle Torrealba, Christina Nickerson, Micci Davy, Eliza Nobes, Chloe Dean-Moore, Molly Somers, Selena Landry, Zac Foran, Patrick Wallace, Kayla Jenkin, Emma Hogenbom, Camryn Smith, Haeley Langlois, Beth O’Connell, Amy Oickle

Present non-voting members: Lorne Abramson, Maggie MacNeil, Gordon Burns, Meagan Kettley

Regrets: Brooke Kattenbusch, Connor Poirier, Tatum Arcon, John Robertson

No Show:

 

Updates: (Problems and possible solutions)

 

President: Lack of unity within regions. Wants to see fairness across the province. Hopeful to see
all deals within the NSSSA be uniform and equal within all regions.

VP External: Problem with people not knowing what NSSSA is and what it is about. A concise and clear explanation of the organization is vital for advertising conferences as well as recruiting sponsors. Simply being described as ‘fun’ is not enough to make businesses want to donate or schools want to participate. Possible courses of action for a higher level of explanation could be practicing articulation, using alumni as speakers on the organization, and a province wide definition.

Treasurers: Feel method of financing is too large or overly complicated. The organization holds eight banking accounts, while it could be reduced to two, making it easier to produce audits and work towards charitability.

Secretary: Issue of people outside of cabinet not reading minutes or not caring about what is happening behind the scenes. Some members of the NSSSA may not even realize that the minutes are available for them to read. Minutes in themselves can vary dramatically from interesting, to seeming a complete waste of time. It would be useful to work on including vital information and omitting minor details.

CC Co-Chairs: Problem with decreasing numbers at conference in comparison to past years. Possible solutions could include lowering conference prices by cutting back on advisors, chaps, and logistics, as well as increasing sponsor opportunities. Many complaints came from the Exceeding Expectations survey surrounding a lack of freedom during conference. Conference Committee plans on working with logistics to be able to manage delegates without constant supervision. Hopeful to allow more free time and opportunities for returning to dorm rooms/having time away from the constant social interaction.

IC Co-Chairs: Hope to find a more accessible venue (potentially able to have all of conference on one floor – levelling out). IC also wants to work towards including an option on regional conference forms for students with intellectual, mental, or physical disabilities to request a delegate assistant for their regional conference.

Gala Co-Chairs: Problem with people being aware of who can go to Gala. Hopes to promote to more people as well as find a nicer venue at a more affordable price.

Chignecto Co-Premiers: Chignecto regional conferences numbers have been much lower than previous years. Cabinet hopes to strengthen PR presence as well as lower prices and have a larger amount of information sessions.

CBV Co-Premiers: Issues with venue. CBU not accommodating as well as other places may. Rules are too strict (no cheering), there is a large set up, and the committee has not been provided with necessary equipment. Hopes to find a new venue earlier rather than later as well as plan everything in a timely manner and stick to deadlines.
Other PC members recommend confronting CBU or changing venues all together.

Metro Co-Premiers: Hope to increase the quality of skill building sessions, making them more focused and pointed. Also raising promotion – especially aimed towards sports teams and athletic students who do not seem to know what NSSSA is. A plan for the coming year is to include check boxes on forms for students to decide whether they want to receive email notifications of other NSSSA events.

Strait Co-Premiers: This region has great interest and attendance but, this must be kept up. If lost it will be hard to recover. Work must be done with principals to ensure strong relations and boost conference attendance. Not every school in this region has conference attendants, this decreases numbers.

Sou’West Co-Premiers: Junior conference has disappeared from this region, but hoping to bring it back this year. Region feels as though junior conference is a great way of being introduced into the organization and would increase numbers at regionals. Sou’West is a geographically large region, so it is found that people from farther away are less likely to attend conference. This will hopefully be remedied by finding a more central venue for regionals.

Valley Co-Premiers: Numbers are always an issue. There are only four out of nine schools from the entire region sending students to conference, which means that for the coming year, the committee hopes to promote and so presentations focusing on the schools that are not participating, namely Horton High (which has a past advisor as a teacher) and Aberview.

Media Relations: Hoping to focus more on in school promotion as opposed to social media. Cabinet agreeing on the idea of approaching students themselves in schools that don’t want presentations. It is more difficult for schools to say no when they are being asked by both sides (students and NSSSA).

Webmaster: Currently no Webmaster.
New Business:
Molly

Voting – Any important decision within Provincial Cabinet must be made as a whole, and will be put to a vote. All members of cabinet (excluding Gala Co-Chairs, Past President, Webmaster, Provincial Advisor, and Financial Advisor) are entitled to vote. In order for a vote to be held, two thirds of PC must be in attendance of the meeting. Voting occurs after a motion is presented by one member of the committee and another member seconds that motion, after which the topic is open for discussion prior to a vote. It has been decided that in the case of a closed eyed vote, cabinet members will write their vote on a ballot as opposed to physically closing their eyes and voting. More logical and professional. The president will not cast their vote during the meeting time, but instead will record their vote prior and be counted only in the case of a tie.

Emails – While occasional contact can be done through Facebook, all official business will be done via email. The proper response time for an email is within 24 hours of it being sent, not received. Even if there is no time to write a full response, the email should at least be answered to acknowledge it has been received within this time. If someone is not replying to an email, one should feel free to email a second time to ask if it has been received. It is not rude to follow up on getting the information you need.
Any emails sent should be CCed to your partner so they remain aware of what you are doing. If you receive an email that your partner is not CCed in, add them. As a general rule, anything money related must be CCed to the finance team (Molly, Liam, Katelyn, Chloe, Eliza, Abe, John) and anything related to venues should CC to Molly, Liam, and Katelyn.
It is not usually necessary to BCC anyone unless it involves mass emails where recipients should not have access to each other’s email addresses.

Social Media – Anything posted on social media that connects to the three “d’s” of NSSSA will be unacceptable and asked to be removed. Always be aware of what is happening around you, such as pictures others may be taking of you that could be posted. Never wear any spirit wear that could be connected with the NSSSA to a party where illegal activities could be taking place. The same rules must be applied within Regional Cabinets, so Co-Premiers must be prepared to keep an eye on their cabinets social media accounts in case of this rule being broken. When looking for anything inappropriate, keep in mind “Friends Only” accounts as well as Snapchat stories.
If someone is questioning if what they are posting is appropriate or not, it is better to just not post it.
When it comes to alumni, it is obviously not illegal to post pictures containing alcohol, but they should still do so cautiously as it is still connected to a secondary school association. Alumni of the age of majority should also refrain from any actions relating to the NSSSA when under the influence (cheers, songs, etc.).

Attendance – There is a three strike rule when it comes to cabinet meeting attendance. Absence for three meetings puts a member’s position in jeopardy, allowing someone to motion to remove this member from PC. Same rules apply to all regional cabinets and committees. Any person knowing they will be absent must email their regrets to the presidential trio (who determine if the excuse is valid) as well as the secretary at least 24 hours prior to the meeting (with an acception of sudden illness or an emergency). Absentees without excuse will be marked as a no-show. If every reasonable attempt is made in order for one to attend, they may Skype or call in for the majority of the meeting.
Aside from actual attendance of a meeting, punctuality is also incredibly important and the secretary will keep a separate list for people who arrive late.
Within Regional Cabinets, meetings should be held consistently (weekly or biweekly) in order to encourage optimal attendance. It is difficult for cabinet members to make arrangements for attending when meeting dates are irregular. It is recommended to speak to cabinet members about any cultural or religious holidays that the co-premiers may not be aware of to schedule around.

Website – The NSSSA website works as a very useful tool for all cabinets. It acts as a distribution of forms for conferences as well as information about the organization as a whole and as separate regions. Any item cabinets wish to add to the website must be sent to the webmaster as far in advance as possible. The coming year brings hope of improving the website to include more photos, information about cabinets, and personalization.
The website is the face of NSSSA as many businesses and interested students go there first for information. This means that all posted items must be as professional as possible – including minutes, forms, and newsletters.

Liam

Brand – Social Media plays a large role in the NSSSA as a brand. A majority of the advertising and promotion for the organization is done through social media, so cabinet should make sure to be as professional as possible. Everything said is now connected to the organization, so it is vital to proofread, post links to the website, and put the NSSSA in the best light possible. As members of Provincial Cabinet many people who attend conferences will be aware of the people leading the organization, thus them knowing you even if you do not know them.

 

Session 3

 

Location: Unicorn Theatre, Head of Saint Margaret’s Bay
Time of Commencement: 8:35
Time of Adjournment: 10:49
Duration: 2 hr 14 min

 

Attendance and Regrets:

Present voting members: Molly Anderson, Liam Haliburton, Katelyn Libbus, Mitchell Archibald, Aidan MacFarlane, Kassandra Kelbratowski, Gabrielle Torrealba, Christina Nickerson, Micci Davy, Chloe Dean-Moore, Molly Somers, Selena Landry, Zac Foran, Patrick Wallace, Kayla Jenkin, Emma Hogenbom, Camryn Smith, Haeley Langlois, Beth O’Connell, Amy Oickle

Present non-voting members: Lorne Abramson, Maggie MacNeil, Gordon Burns, Meagan Kettley

Regrets: Brooke Kattenbusch, Connor Poirier, Tatum Arcon, John Robertson, Eliza Nobes

No Show:

 

New Business

 

Meeting Logistics: Choosing locations and dates for cabinet meetings can be difficult – especially for provincial cabinets such as PC, IC, and CC. Potential deciding factors for meeting venues include percent based, majority based, and remaining in a central location.

 

The main factor of discussion revolved around cabinet members living in the further ends of the province (Sou’West and CBV). It is thought that it is a lot harder for these people to find transportation as opposed to people living in more central locations (Metro, Valley, Chig). There are also factors such as the comfort of parents allowing their children to travel across the province alone, accommodations for members staying overnight, access to bus/shuttle stops and routes, and expense of travel (on individuals and the organization). The goal of cabinet is to have meetings in locations that will be the most fair for everyone travelling. It does not seem reasonable to ask cabinet members to drive the entire length of the province for a meeting. It is thought by members of cabinet that holding meetings in central locations (Metro, Strait, Chig, Valley) would be the most fair way of lessening travel for everyone.

 

Katelyn motions to hold 2016-2017 Provincial Cabinet meetings in logical, central locations.

 

Zac seconds this motions

Universities (St. FX, Mount St. Vincent, Acadia, etc.) act as good meeting locations because of their knowledge of the NSSSA, the organization’s commitment to some of these places, as well as the ease of accommodations surrounding them. Cabinet should be careful of choosing locations and it should always be considered that some venues will be more or less expensive than others. Dates should also remain relatively consistent (not one at the very end of the month, and one at the very beginning).

 

18 in favour, 2 non present voting members

 

Motion passed.

 

Provincial Cabinet Meeting Dates:

⦁ September 17th – Mount St. Vincent

⦁ October 22nd – Acadia

⦁ November 5th – St. FX

⦁ Dec 18th – Mount St. Vincent

⦁ January and past – TBA

 

Advisors, Chaps, and Logistics: Valley, Chignecto, and IC currently without advisors. Chignecto’s Head First Aid is old enough to be a potential advisor. Advisor from last year’s IC showed interest but did not submit a form, the cabinet plans on contacting them.

It was mentioned a few times about reducing numbers of advisors, chaps, or logistics in order to reduce costs. The current ratio for chaps and logistics is 1:15, but this was never a written rule, just a safety precaution. It is suggested that regions aim for this number, but if it cannot be reached, there is nothing stopping students from attending conference. The school board holds specific rules regarding ‘school trips’ and numbers of chaperones, but if a school attends with the wrong number of people, it is not the fault of the NSSSA.

 

Logistic numbers vary across the province; larger regions require more logistics than smaller regions do. Provincial conference obviously requires the largest amount of logistics in order to maintain the amount of delegates, but it could be possible to reduce this number by having CC members take on some of the roles of logistics during conference.

There will be further discussion surrounding reduction of advisors, chaps, and logistics at the next meeting.

 

August Retreat: Looking back at last year’s training retreat, the goal for this year’s retreat is to have a more professional setting as well as a more cost effective venue. This goal was made formal by a motion last year. To reach the goal the retreat will be held at St.FX University. The KMC will be used for sleeping and meeting space. The Schwartz building will be used for training, and Morrison Hall for meals. The weekend will cost roughly $5,000 as opposed to last year’s cost of $12,000. Using St.FX as a location is thought to be ideal because of NSSSA’s partnership with the university and the possibility of the contract providing us with lower costs in the future. The date of the retreat is the weekend of August 27th and 28th.

A concern was raised regarding the amount of people gone on vacation in August. However, it was suggested that people attending the retreat will be able to pass along information to the absent members on their cabinet, as we will never be able to accommodate all members who should be in attendance.

 

Katelyn motions to hold the Cabinet and Committee training retreat at St. FX with a maximum budget of $6,500.

 

Patrick seconds this motion.

 

A large concern surrounding the retreat is the price and how it will affect the organization and this year’s budget. Because the NSSSA does not have the expendable money needed for this retreat, it is suggested that the funds are found by other means, such as raising conference fees, spending less money on conferences, incorporating a portion of retreat expense into every region’s budget, finding more sponsors, having regions add extra to the 20% overhead, and raising the Alumni fee.

 

The main way to make the retreat work is to budget the cost into every region’s conference. This means cutting back on overall conference costs as well as raising attendance from delegates in order to increase the revenue. If the motion is passed, everyone is agreeing to this.

 

Vote results with 18 in favour, 2 non present voting members.

 

Motion Passed.

 

Retreat will be held at St. FX on August 27th and 28th.

 

Session 4

 

Location: Unicorn Theatre, Saint Margaret’s Bay

Time of Commencement: 8:37

Time of Adjournment: 10:29

Duration: 1 hr 52 min

 

Attendance and Regrets:

Present voting members: Molly Anderson, Liam Haliburton, Katelyn Libbus, Beth O’Connell, Camryn Smith, Gabrielle Torrealba, Zac Foran, Patrick Wallace, Amy Oickle, Emma Hogenbom, Molly Somers, Selena Landry, Aidan MacFarlane, Kassandra Kelbratowski, Mitchell Archibald, Micci Davy, Christina Nickerson

Present non-voting members: Lorne Abramson

Regrets: Eliza Nobes, Connor Poirier, Brooke Kattenbusch, Tatum Arcon, Gordon Burns, Maggie MacNeil, John Robertson, Meagan Kettley, Haeley Langlois, Kayla Jenkin,

No Show:

 

Updates: (Roles of Cabinet Members)

 

President: PC should always remember that the President, as well as VPI and VPE are the partners of everyone on cabinet. They are there in order to help their cabinet get their jobs done, and do them well. Anyone with questions should feel comfortable asking for answers or for any help when feeling overwhelmed. Molly asks that cabinet sends her emails, but if there is no reply, to feel free to call her. Co-Premiers in particular should ask questions because of the Presidential trio’s past experience with being Co-Premieres themselves.

 

VP External: The role of the VPE is to work with everything that affects the entire organization at an external standpoint. This could include speaking with outside businesses about partnerships and donations or speaking with media. If any outside source is in contact with a member of PC regarding donations, Liam should be contacted and will direct the message to whoever needs it.

 

VP Internal: VPI’s job is helping every person on cabinet and making sure the organization is running smoothly from the inside. Katelyn will be the one to organize occasional check-ins with the positions on PC.

 

Secretary: Main job is to record minutes of all Provincial Cabinet meetings to be accessed by PC meetings as well as the public (via the NSSSA website). Updates from all positions must be sent to Molly and the presidential trio at least three days prior to a meeting. These updates are to include everything the member plans on speaking about at the meeting.

 

Once minutes are edited they will be emailed to all PC members to read through and send back corrections to Molly. It is mandatory to reply to these emails as there will be a keyword or phrase written somewhere in the minutes that people need to include in their reply to prove the minutes have been read.

 

Upon Abe’s request minutes will include an “Action Required” feature that will follow a discussion in order to describe what is expected of a position prior to the next meeting.

 

Media Relations: This year Selena will be working on promoting NSSSA through media across the province. She will have access to all of the official social media accounts as well as create the monthly newsletters sent to those NSSSA members subscribed. These newsletters will include short updates from PC positions, which must be sent in or else they will be written on your behalf.

 

There has already been contact from television programs about getting interviews or including a story on NSSSA. The organization is hopeful that the coming year will bring further opportunities for promotions like these as it would act as an incredibly valuable method of the public understanding what we do as well as boosting numbers.

 

Action Required- Co premiers to research media opportunities within their region and compile a list to give to Selena. Molly has contacts for the HRM.

 

New Business:

 

Head School Rep Coordinator

At the end of the past year, a new PC position was proposed due to confusion in provincial conference promotion. The purpose of the HSR Coordinator is to streamline information from Provincial Cabinet to Head School Reps of each region and to insure uniform promotion is being completed all across the province. The responsibilities of this position are as follows:

⦁ Attend all PC meetings

⦁ Send emails and contact all Head School Reps about provincial conference

⦁ Create and give media presentations

⦁ Host Head School Rep meetings

⦁ Provide effective feedback to members of PC as well as regional cabinets

⦁ Run campaigns for the promotion of NSSSA

⦁ Aid all Head School Reps with any possible issues or concerns

⦁ Take on any other role asked of by Provincial Cabinet

Mitch’s plan for the coming year is based on consistent communication within the province. All head school reps should be giving the same idea of what NSSSA is to all schools they visit and come in contact with. There should be no school in Nova Scotia that has not heard of the NSSSA.

Even if the school is far out of the way, someone will be able to get you there. The key schools to focus on are the ones that are not currently participating or sending students to conference. Head School Reps will be working more diligently in the coming year even after their regional conference has been completed, at which point they will be focusing on promotion of the provincial conference.

 

Mitchell will host frequent phone calls with Head School Reps (most likely bi-weekly during busy times) in the case of questions or unsurity.

 

Discussion was held to determine the best way of choosing head school reps, resulting it it being up to the discretion of the co premiers as to whether they choose preexisting cabinet members or completely new people to fulfil the role. In either situation, RC members should keep in mind to not overstep their positions and encroach on the head school reps doing their own jobs within the schools.

 

There has been talk about certain schools being unresponsive to contact from NSSSA, mostly within private and French schools. The thought is that not enough effort is going in to getting these schools involved, and there will be more work done in the coming year to encourage both administration and students of these schools to want to attend conference. Aside from these schools, it is thought to be also beneficial to speak with the organization in charge of homeschooling.

It is not thought to be a waste of time to reach out to these schools and focus energy on getting them to support the NSSSA because of the sake of students. There is no such thing as too much leadership or putting too much effort into helping your students grow and gain new experiences.

 

Working with Members of PC

 

Working With a Partner – the most important person a cabinet member will have for the year. Partners act as the one to go to for everything needed NSSSA related. Everything is shared between partners, emails, data, finances, questions, problems, workload, etc. It is recommended that partners focus on their strengths in order to ‘divide and conquer’ tasks. For example, on co-premier could be in charge of financing while the other keeps track of databases (however, even if tasks are separate, partners should still always know the details of what each other are doing).

 

Working with Cabinet – People should be cautious of having good friends on their cabinet. Of course everyone will end up being close after spending the year together, but every member of cabinet needs to remember that the wellbeing of the organization is the priority. If a friend is breaking any rules or not completing their job to satisfaction, they must be treated the same as anyone else. Co-Premiers and Co-Chairs should always keep in mind that they are on equal with the rest of their cabinet. There are no more or less important positions in NSSSA, and a conference could not happen missing any of them. Co-Premiers and Co-Chairs should be approachable as they are the partners of everyone on their cabinet as well as the people they will go to for answers and support. Be friendly, but don’t be afraid to enforce rules (ask to take down inappropriate pictures from social media and keep meetings on topic – save the fun for later).

 

Abe points out that Regional Advisors should always be informed on what is happening and what is expected of them. Give advisors updates so that they are aware of everything before the fact. They are there because they want to be, make sure they are appreciated.

 

Being on Provincial Cabinet – It is vital to always be prepared, especially when meetings run as long as they do. Highly recommended to use the help of other cabinet members who may be experiencing the same issues in their own regions. PC members should keep in mind that changes only happen when they are talked about, so don’t be scared to speak up about ideas or concerns. Put them in the updates to ensure they aren’t forgotten.

 

2016-2017 Potential Conference Dates:

⦁ Chig – Dec 3rd

⦁ Valley – Junior Conference Nov 26th, Regional Conference Feb 18th/19th

⦁ Strait – Junior Conference Oct 29th, Regional Conference Nov 19th

⦁ Sou’West – TBA

⦁ Metro – Nov 12th

⦁ IC – March 25th

⦁ CC – May 18th to 21st

⦁ CBV – Nov 26th/27th

 

Motion to adjourn: Aidan MacFarlane, motion seconded by Kassandra Kelbratowski

Date for Next Meeting: August 27th at St.FX