NSSSA Minutes From:
Metro Regional Cabinet Meeting
Location: Mount St. Vincent University, Rosaria Building, Room 105
Time of Commencement: 19:33
Time of Adjournment: 21:33
Duration: Two hours
Present Voting Members: Hannah Hewlin, Celia Briand, Ciara Harris, Annabelle Linders, Kat Pindera, Robie Gonzales, Fortesa Sahiti, Alex Torrealba, Hannah Johnson, Anna Gaudet, Kailey Webber, Becca MacAulay, Mary Stackaruk, Claire Kleinknecht
Present Non-Voting Members: Anna Campbell, Julia Lawrence, Quinn MacIsaac
Regrets: Cody Campbell
3-Tions: Anna and Hannah J have been entering forms into the database and checking the mailbox. Cunard Junior High School and Sackville High School still need to be entered, and Lockview is nearly complete. The confirmation email to delegates will be sent out on Tuesday, as well as an email sent out to Principals informing or reminding the Principal which students will be attending conference. Refunds are to go through the treasurer, who will write a refunded cheque to the school of the individual, which will then refund a cheque to that individual.
Skill Building Co-Chairs: The retreat went extremely well, and an email was sent out to the skill builders following the retreat. The Skill Building Co-Chairs will be sending out the packing list, EPIC roles, and a mini skill builder packing list to all skill builders before conference. Claire and Mary are advised not to worry about latex allergies for activities, as there have not been any recorded, and it is fairly uncommon to have severe allergies to latex. Skill builders will be asked to bring candy, full value contract item, enough markers for the group, two permanent markers, and scissors. If any cabinet members are able to bring any of the following items, they are asked to do so the night before conference: small plastic balls, skittles, sheets of paper, balloons, dry beans, and blindfolds.
Public Relations: The Public Relations have completed their first Twitter contest, and have planned out when they will be giving out prizes and hosting contests during conference. Before the talent show, during free time, there will be a photo scavenger hunt with a prize at the end optional for delegates. Another how-to was confirmed with Junior Achievement, and Annabelle made contact with Dairy Queen about donating a cake for EPIC and will go in to meet with them tomorrow. The Snapchat filter is ready for conference. The prospective Twitter Wall for conference is $40 and it was decided not to use it during conference. An alternative is to pull up the Twitter page on the big screen and ask delegates to tweet at the Metro NSSSA Twitter account. A video about the 3D’s was just completed to post as part of the countdown to conference and if possible, cabinet members are asked to bring in yoga mats for a how-to at conference.
WENDY’s: EPIC is nearly complete and just needs to be typed up, and the new theme for EPIC was decided to be “Who Killed Vine?”. The theme for the talent show will be the “N-TV Awards,” and Fortesa and Alex will dress up as hosts for an award show as opposed to changing in between talents. A suggestion was to record Quinn’s laugh to use as part of a soundboard if Fortesa and Alex make a joke onstage. Throughout all of conference, the WENDY’s will be switching between (matching) costumes.
Head School Reps: The Head School Reps had a video call with Jeremy and Amy and debriefed their position thus far and went through what they could put in their turnover package for the next year.
Welcoming Chair: Ciara has made 350 fuzzies for conference and wrote up the first draft of the packing list email but did not get a reply on what elements to change or add. In regards to the packing list, delegates can bring prescription medication as well as medications such as Advil or Tylenol, as they cannot be given out at conference. Ciara will be sent the database for the welcoming email and was given the advice to send the email to herself, and blind-carbon-copy all of the delegates that she is sending the email to. The welcoming video is to be recorded on Friday night.
Secretary: All of the minutes were sent out and have been since posted on the website. The shirts have been confirmed for conference and will be given out based on sizes; ideally, all delegate forms would be in the database and shirts would be ordered based on that, but because the Metro Region is so large, it would be too difficult to do that.
Co-Premiers: Hannah H has been in discussion with Celia regarding the conference shirts and has confirmed them to have been ordered and will be in by conference time. Headsets and printing of manuals have been set out, scholarships will be chosen tomorrow night, and a reminder email will be sent to the keynote speaker for conference.
Head Mental Health First Aid: Anna has been making the Mental Health First Aid Kit, which consists of a fidget spinner, Band-Aids, and hard candy. Suggested add-ons were headphones, a colouring book, something scented, stress balls, bubbles, tea, and Anna will add her mental health first aid book. Anna has not received any applicants to be a mental health first aid and is advised to contact NSSSA alumni.
Walkie-Talkies: The advisors, Co-Premiers, Skill Building Co-Chairs, and 3-tions all get walkie-talkies, as do the Head First Aid/Mental Health First Aid (one), the Head Chaperones (one), the Public Relations (one), and the Chaperone/Logistics team.
Tasks to be Completed: Miscellaneous tasks were set out for various cabinet members to complete as soon as they could. Hannah J is to make a contact list of all cabinet members and print out 4 copies, print out copies of the itinerary to post around the Mount, and collaborate with Anna G to make the lists of students for each advisor to receive in their advisor package at conference. Anna C is to call the Mount and find out where the AED’s are stationed around MSVU and make a complete list of alumni coming to send to Jules and Quinn. The PRs are to send Jules, Quinn, Cody, and Hannah the list of people hosting how-tos, make sign up sheets and posters for the how-tos, and compile a list of everything donated and being used for prizes at conference. Hannah H and Cody are to have a hard copy of all of the keynote speaker’s contact information ready to go and make a list of what needs to be cleaned up (as well as who is cleaning what) throughout conference. Mary and Claire are to compile a list of skill builders to send to Jules, Quinn, Cody, and Hannah, and whoever is making the skill building groups is to put Kailey and Becca in separate meal times (ex. Group 1 and Group 15). John Harris will be coming to conference for tech.
Tasks to be Completed (by Position):
Everyone: All of cabinet will be making the welcoming video, the room signs, collect the manuals that were printed, and check to make sure the tech is working well.
Co-Premiers: Hannah H and Cody need to email the keynote speaker, contact Brooke or Gabrielle from last year to check in with the logistics of snack breaks, write out and sign thank you cards, and inquire the Mount about getting signs for foods containing lactose.
Head School Reps: Kailey and Becca need to email all of the advisors, handwrite in students names in each advisor package, and figure out meal times for the advisors to add into the advisor package.
Public Relations: Kat, Annabelle, and Robie have to collect the delegate manuals, sign thank you cards and chocolate for the keynote speaker and the people hosting engagement sessions. The PRs must figure out room numbers, organize the engagement sessions sign up sheets, put up signs next to the doors for the sessions, and put together a list of all of the sessions. They need to bring in the material and props for the photobooth as well as all of the donations to be used as prizes and to put into the delegate bags.
3-Tions: Hannah J and Anna G have to send out the confirmation email, keep putting forms into the database, and call schools that do not have forms in to check if they will receive any forms from those schools.
Secretary: Celia needs to get the cheque for the conference t-shirts, pick up the conference t-shirts, and organize them by size and skill building group.
Skill Building Co-Chairs: Mary and Claire need to set up the skill building rooms, make signs, get supplies, make blindfolds, and organize supplies for each skill building group.
Head Mental Health First Aid: Anna C has to set up the First Aid room. She suggested that Mental Health First Aids wear a cloth around their arms to differentiate between First Aids and Mental Health First Aids.
Welcoming Chair: Ciara needs to send out the welcoming email and packing list to all delegates.
WENDY’s: Fortesa and Alex need to print out awards and make trophies for the talent show and get supplies for EPIC. Cabinet members are asked to bring in their paper towel rolls and saltshakers (containing salt) from home.
Day/Night Before Conference: Cabinet members are asked to arrive at the Mount the day before conference to arrive as early as possible and complete work that can be done before Quinn and Jules arrive at 4:30pm. At the very latest, cabinet members should arrive at 7:00pm, when there will be a potluck for dinner. Items that are being brought for the potluck are chips and dip, drinks, cups and plates, hummus and pita/vegetables, utensils and napkins, quinoa salad, meatballs, garlic bread, mashed potatoes, Cantonese chow mein, rice, cake, chicken nuggets, Caesar salad, and chilli. The order of events is as follows: delegate bags will be put together, set up of the MPR, posters will be put up, set up of skill building rooms, and then positional tasks that need to be completed.
Morning of Conference: All cabinet members are to arrive at MSVU for 7:00am to make sure that every aspect is set up and tech is good to go. Skill builders that arrive at 8:30am get to be set up with their tables.
Itinerary: Delegates are to arrive at conference at 9:00am. Following registration and fuzzying are the opening ceremonies at 10:00am consisting of introductions and the welcome of everyone to conference. The Remembrance Day celebrations begin at 11:00am, which consist of the moment of silence, a song, and a reading of In Flander’s Fields in both English and French. Following that is a lunch-skill building session split (which then switches), the keynote speaker, engagement sessions, followed by a skill building session-dinner split. Once everyone has eaten, EPIC occurs, followed by talent show prep/free time, and the talent show. Once the talent show is complete, the late-night activity (a game of Kahoot with NSSSA Trivia) occurs, and then the night is complete. The morning after, cabinet is to wake up at 7:00am with delegates waking up at 7:30am. Then, the morning activity occurs before everyone heads to breakfast. The last skill building session occurs after breakfast, which then moves onto the closing ceremonies, completing conference. NSSSA spirit wear will not be sold at conference.
Motion to Adjourn: Ciara motioned to adjourn the meeting at 21:33 and Annabelle seconded the motion. Motion passed, meeting adjourned.
Date of Next Meeting: The next meeting will occur after the Metro Regional Conference: Breakthrough 2017 concludes on November 12, 2017. Location and time are TBD.