NSSSA Minutes From:

Conference Committee Meeting

20171021

 

Location: St. Francis Xavier University, Bloomfield Centre, Student Council Chambers Room

Time of Commencement: 10:07

Time of Adjournment: 11:10

Duration: One hour and three minutes

 

Attendance:

 

Present Voting Members: Patrick Wallace, Katelyn Libbus, Celia Briand, Logan Fox, Claire Kleinknecht, Madison Harpell, Aidan Doucet, Fortesa Sahiti, Sam Silver, Rebecca MacKeen, Mackenzie Casey

Present Non-Voting Members: Chris Gordon, Meagan Kettley, Zac Foran

Regrets: Kat Pindera, Brennan Marks, Michael MacDonald, Anna Gaudet, Mary Stackaruk, Tiffany MacLennan, Jenna MacEachern

No-Shows: N/A

 

Updates:

 

3-Tions: The 3-Tions got to know one another better and made a timeline for the year.

 

Skill Building Co-Chairs: The Skill Building Co-Chairs completely finished the first two skill building sessions with the first one being the team building session, consisting of mostly ice breaker activities, and the second being the communications session. There are up to eight sessions planned, and EPIC is yet to be planned. EPIC is planned by the Skill Building Co-Chairs and can be helped by the WENDY’s.

 

Public Relations: The timeline for the year is complete and the database has been organized.

 

WENDY’s: The WENDY’s have studied the cheer bible and do not have a set timeline with specific dates, but, rather, monthly tasks. The WENDY’s were set to get EPIC done early and get a run through done but were unaware that EPIC is organized by the Skill Building Co-Chairs. In regards to the late-nighter activity, the WENDY’s were planning on having a relaxed atmosphere with a popcorn machine, a snow cone machine, and a cotton candy machine. The WENDY’s have yet to pick a dance theme.

 

Welcoming Co-Chairs: The Welcoming Co-Chairs have made their timeline for the year and have planned the welcoming activity, as well as laid out new ideas for the welcoming activity. Fuzzying will occur on the field, as well as an activity where each delegate/skill builder is assigned an object and must find the partner to that specific object (ex. salt and pepper or ketchup and mustard). A thought was to have the welcoming activity carnival themed with either a band set to perform or a bouncy castle rented out to be on the field and do face paint. The Welcoming Co-Chairs have also thought of some questions for Mostest and the delegate manual questions.

 

Secretary: The Secretary sent out the minutes from the last meeting and posted them on the website. There was a poll posted in the Facebook group to decide which spirit wear to order and the Secretary is to inquire about getting committee socks.

 

Co-Premiers: The Co-Premiers haven spoken with STFX, have made contact with a coordinator for conference, and asked about buildings. There was a discussion as to whether or not it would be a good idea to switch the buildings to sleep in from O’Regan and Riley to other dorms, but it was decided that if there were no price issue, it would be better to stay in the newer dorms.

 

Conference:

 

Keynote Speakers: An option for a keynote speaker at conference is a man named Roméo Dallaire, who worked with the United Nations and lead a peacekeeping force during the Rwanda Genocide. Dallaire is a humanitarian and the founder of The Roméo Dallaire Child Soldiers Initiative. He has spoken at STFX previously and is a strong speaker with an empowering message for youth, but may be expensive to book. Another option for a keynote speaker is Carol Ann Fried, who spoke at Playfair at STFX and is a highly energetic speaker. She specializes in team building, communication, and icebreakers for large groups, but may be expensive as a keynote. There is a possibility to use Fried’s style of icebreakers at the opening night of conference or for a large group activity (with her permission). Will Njoku from last year would like to come back and speak again at conference as well, and Claire’s mother may be able to get in contact with keynote speakers who speak at their women’s group regarding a wide range of topics.

 

Conference Name: The suggestion to name the conference Rise Up was put forward, with the theme to be centred on the symbolism of the phoenix. Claire motioned to make the official name of the 2018 NSSSA Provincial Conference Rise Up, and the motion passed unanimously. Alex LeBlanc will be requested to make the graphic for the conference that has the notion of the phoenix involved. As Katelyn pointed out, the hashtag for conference would work well with promotion (ex. “#RU ready for Provincials?”).

 

Registration: Registration will be available online, and the NSSSA business advisor suggested that there may be an easier platform to use for registration rather than the STFX hosted platform known as Eventbrite. STFX has not yet replied to the NSSSA in regards to a possible switch for the upcoming provincial conference.

 

New Business:

 

Clothing: A poll was posted on the Facebook group and it was decided that the committee would get sky blue hoodies with white lettering. There is a possibility of getting socks with the NSSSA logo on the side or NSSSA down the side or on the sole of the foot. To pay, the prices will be sent out to committee members, who will then e-transfer their money to Katelyn. There will be a request for Steve to invoice the NSSSA, and then the paid money from committee members will pay it back.

 

Provincial Cabinet: Beginning on January 1, 2018, all of the regional NSSSA bank accounts will merge into one single NSSSA bank account. Quickbooks, used by the NSSSA for banking, is in partnership with Eventbrite, the possible alternate platform for online registration. While online registration always comes with a price, there is a hope that Eventbrite is less expensive than the STFX online registration. However, there is a possibility there would be limited access to Eventbrite because it would be used through the NSSSA’s business advisor’s account. Two advantages to using Eventbrite are the fact that it is undoubtedly user-friendly and simple to navigate, and a bank account may be attached to the event and the money paid would go directly to the said bank account.

 

Miscellaneous:

 

An alumnus of the NSSSA is from Oman in the Middle East and he wants to begin a leadership conference similar to the NSSSA in Oman. There are plans for some current NSSSA members to fly to Oman and help begin the youth leadership conference.

 

Adjournment: Rebecca motioned to adjourn the meeting at 11:10 and Madison seconded the motion. Motion passed, meeting adjourned.

 

Next Meeting: The next meeting will occur on December 17, 2017, at Claire’s house just outside of Bedford. Along with the meeting, which will begin at 2:30pm or 3:00pm, there will be a potluck and a Secret Santa (with a $15 – $20 cap) taking place.